Manage workspaces

As a Fabric administrator, you can govern the workspaces that exist in your organization on the Workspaces tab in the Admin portal. For information about how to get to and use the Admin portal, see About the Admin portal.

On the Workspaces tab, you see a list of all the workspaces in your tenant. Above the list, a ribbon provides options to help you govern the workspaces. These options also appear in the More options (...) menu of the selected workspace. The list of options varies depending on workspace type and status. All the options are described under workspace options.

The following table describes the columns of the list of workspaces.

Column	Description
Name	The name given to the workspace.
Description	The information that is given in the description field of the workspace settings.
Type	The type of workspace. There are two types of workspaces: Workspace (also known as "app workspace") Personal Group ("My workspaces")
State	The state lets you know if the workspace is available for use. There are five states, Active, Orphaned, Deleted, Removing, and Not found. For more information, see Workspace states.
Capacity name	Name given to the workspace's capacity.
Capacity SKU Tier	The type of license used for the workspace's capacity. Capacity SKU Tiers include Premium and Premium Per User (PPU). For more information about capacity tiers, see Configure and manage capacities in Premium.
Upgrade status	The upgrade status lets you know if the workspace is eligible for a Microsoft Fabric upgrade.

The table columns on the Workspaces tab correspond to the properties returned by the admin Rest API for workspaces. Personal workspaces are of type PersonalGroup, all other workspaces are of type Workspace. For more information, see Workspaces.

Workspace states

The following table describes the possible workspace states.

Workspace options

The ribbon at the top of the list and the More options (...) menus of the individual workspaces provide options that to help you manage the workspaces. The Refresh and the Export options are always present, while the selection of other options that appear depends on the workspace type and status. All the options are described below.

Workspace item limits

Workspaces can contain a maximum of 1,000 Fabric and Power BI items. This includes both parent and child items.

Users attempting to create new items after this limit is reached get an error in the item creation flow. To develop a plan for managing item counts in workspaces, Fabric admins can review the total count of items per workspace in the admin monitoring workspace. See the total number of items in a workspace.

Workspace retention

By default, when a workspace is deleted, it isn't permanently and irrevocably deleted immediately. Instead, it enters a retention period during which it's possible to restore it. At the end of the retention period, it's removed permanently, and it will no longer be possible to recover it or its contents.

The retention period for personal workspaces (My workspaces) is 30 days.

The retention period for collaborative workspaces is configurable. The default retention period is seven days. However, Fabric administrators can change the length of the retention period by turning on the Define workspace retention period setting in the admin portal and specifying the desired retention period (from 7 to 90 days).

During the retention period, Fabric administrators can restore the workspace.

At the end of the retention period, the workspace is deleted permanently and it and its contents are irretrievably lost.

While a workspace is in the retention period, Fabric administrators can permanently delete it before the end of the retention period.

Configure the retention period for deleted collaborative workspaces

By default, deleted collaborative workspaces are retained for seven days. Fabric administrators can change the length of the retention period (from 7 to 90 days) using the Define workspace retention period tenant setting.

1. In the Fabric admin portal, go to Workspace settings > Define workspace retention period.
2. Turn on the setting and enter the number of days for desired retention period. You can choose anywhere from 7 to 90 days.
3. When done, select Apply.

Restore a deleted collaborative workspace

While a deleted collaborative workspace is in a retention period, Fabric administrators can restore it and its contents.

1. In the Fabric admin portal, open the Workspaces page and find the deleted collaborative workspace you want to restore. Collaborative workspaces are of type Workspace. A workspace that is in a retention period has the status Deleted.
2. Select the workspace and then choose Restore from the ribbon, or select More options (...) and choose Restore.
3. In the Restore workspaces panel that appears, give a new name to the workspace and assign at least one user the Admin role in the workspace.
4. When done, select Restore.

Permanently delete a deleted collaborative workspace during the retention period

While a deleted collaborative workspace is in a retention period, Fabric administrators permanently delete it before the end of its retention period.

1. In the Fabric admin portal, open the Workspaces page and find the deleted collaborative workspace you want to restore. Collaborative workspaces are of type Workspace. A workspace that is in a retention period has the status Deleted.
2. Select the workspace and then choose Permanently delete from the ribbon, or select More options (...) and choose Permanently delete.

You're asked to confirm the permanent deletion. After you confirm, the workspace and its contents are no longer recoverable.

Reassign a workspace to a different capacity

Workspaces and the data they contain reside on capacities. You can move the workspace to a different capacity via the workspace license mode.

1. Go to Admin portal > Workspaces.

2. Find the workspace you want to move, open the options menu, and choose Reassign workspace.

   

3. On the Reassign workspace side pane that appears, select the desired license mode, and choose a capacity, if asked.

   

   Note

   The types of items contained in the workspace can affect the ability to change license modes and/or move the workspace to a capacity in a different region. See Moving data around for detail.

Govern My workspaces

Every Fabric user has a personal workspace called My workspace where they can work with their own content. While generally only My workspace owners have access to their My workspaces, Fabric admins can use a set of features to help them govern these workspaces. With these features, Fabric admins can:

• Gain access to the contents of any user's My workspace
• Designate a default capacity for all existing and new My workspaces
• Prevent users from moving My workspaces to a different capacity that might reside in noncompliant regions
• Restore deleted My workspaces as app workspaces

These features are described in the following sections.

Gain access to any user's My workspace

To gain access to a particular My workspace

1. In the Fabric Admin portal, open the Workspaces page and find the personal workspace you want to get access to.
2. Select the workspace and then choose Get Access from the ribbon, or select More options (...) and choose Get Access.

Once you have access, the My workspace will show up in the list of workspaces accessible from the navigation pane. The icon indicates that it's a My workspace.

Once you go inside the My workspace, you can perform any actions as if it's your own My workspace. You can view and make any changes to the contents, including sharing or unsharing. But you can't grant anyone else access to the My workspace.

Designate a default capacity for My workspaces

A Fabric admin or capacity admin can designate a capacity as the default capacity for My workspaces. To configure a default capacity for My workspaces, go to the details section in your capacity settings.

For details, see Designate a default capacity for My workspaces

Prevent My workspace owners from reassigning their My workspaces to a different capacity

Fabric admins can designate a default capacity for My workspaces. However, even if a My workspace has been assigned to Premium capacity, the owner of the workspace can still move it back to Pro license mode. Moving a workspace from Premium license mode to Pro license mode might cause the content contained in the workspace to be become noncompliant with respect to data-residency requirements, since it might move to a different region. To prevent this situation, the Fabric admin can block My workspace owners from moving their My workspace to a different license mode by turning off the Users can reassign personal workspaces tenant admin setting. See Workspace settings for detail.

Restore a deleted My workspace as an app workspace

When users are deleted from the company's Active Directory, their My workspaces show up as Deleted in the State column on the Workspaces page in the Admin portal. Fabric admins can restore deleted My workspaces as app workspaces that other users can collaborate in.

During this restoration process, the Fabric admin needs to assign at least one Workspace admin in the new app workspace, as well as give the new workspace a name. After the workspace has been restored, it will show up as Workspace in the Type column on the Workspaces page in the Admin portal.

To restore a deleted My workspace as an app workspace

1. In the Fabric Admin portal, open the Workspaces page and find the deleted personal workspace you want to restore.
2. Select the workspace and then choose Restore from the ribbon, or select More options (...) and choose Restore.
3. In the Restore workspaces panel that appears, give a new name to the workspace and assign at least one user the Admin role in the workspace.
4. When done, select Restore.

After the deleted workspace has been restored as an app workspace, it's just like any other app workspace.

Moving data around

Workspaces and the data they contain reside on capacities, and can be moved around by assigning them to different capacities. Such movement might be to a capacity in the same region, or it might be to a capacity in a different region.

In the Fabric UI, workspaces can be moved to other capacities in the following ways:

• Fabric admins can reassign workspaces to a different capacity individually via the Workspaces page in the Fabric Admin portal.
• Fabric admins and capacity admins can reassign workspaces to a capacity in bulk via the Workspaces assigned to this capacity option in the capacity's settings.
• Workspace admins can reassign their workspace to a different capacity via the License info option of the workspace settings.

Restrictions on moving workspaces around

Moving workspaces from one capacity to another has the following restrictions:

• When you move a workspace, all jobs related to items in the workspace get cancelled.

• Only movable item types can move between regions. If you're reassigning a workspace to a capacity located in a different region, you must remove all non-movable items first, otherwise reassignment will fail.

  The following items types are movable:

  • Report
  • Semantic model (small storage format)
  • Dashboard
  • Dataflow Gen1
  • Paginated Report
  • Datamart
  • Scorecard

  All other item types can't be moved between regions and must be removed from the workspace before you can migrate the workspace to a capacity in another region.

  After you've removed the non-movable items and the workspace is migrated to a different region, you can create new items of the non-movable type. It can take up to an hour after the migration before you will be able to do so.

• Only Power BI items can move from Premium capacity or Fabric capacity license mode to Pro or Premium Per User license mode (with exceptions as noted below). If you're changing a workspace from Premium capacity or Fabric capacity license mode to Pro or Premium Per User license mode, you must remove all non-Power BI items and any Power BI items that can't be moved first, otherwise the license mode change will fail.

  The following item types are considered Power BI items from the perspective of the workspace license mode.

  • Report
  • Semantic model (small storage format and large storage format)
  • Dashboard
  • Org app**
  • Dataflow Gen1
  • Paginated Report
  • Metric set*
  • Exploration**
  • Datamart*
  • Scorecard

  *Can't move to Pro
  **Can't move to Pro or Premium per user

  All other item types must be removed from the workspace before you can change its license mode from Premium capacity or Fabric capacity to Pro or Premium Per User.

Related content

• About the admin portal