Recover & Restore Deleted Power BI Workspace (Step by Step)

ByHariharan Rajendran

Recover & Restore Deleted Power BI Workspace (Step by Step)

In recent times, I encountered one of the most common questions is how to recover the Power BI workspace and how to restore the deleted workspace in Power BI?.

I thought it would be very helpful if I write a blog post to answer those questions. This content is applicable for Power BI new workspaces.

Recover and Restore are two different concepts. Let us try to understand the difference first.

Restore – If you deleted an object which you want to get it back

Recover – The live object went to not responding stage or orphaned stage and getting that object back to live.

In Power BI,  Most of the time, you will encounter restore scenarios.

To perform the restore and recover operations, you need admin rights in Power BI.

Restore Operation

Let us consider a scenario, one of your team member working on maintenance activity and unfortunately, he deleted one of the business app workspaces as an admin you want to restore it back.

Follow the below steps

Step 1: Log in to app.powerbi.com and head over to admin portal

Step 2: Check for workspaces section

Step 3: Check for the workspace on the list and check the State of the workspace.

Step 4: Choose the deleted workspace

Step 5: You can see an option called “Restore” on the top. Click Restore.

Step 6: Add at least one user as an admin and click restore. Now, the workspace will be restored.

The contents on the workspace also will be restored.

 

Recover Operation

To understand recover workspace, we need to know the different states of the workspace. Usually, we will be seeing the following states Active & Deleted.

Active – The workspace is live, and users can access the content from the workspace

Deleted – The workspace is deleted and can be restored if you want. Once restored then workspace will change to Active state.

Other than the above we have another state called “Orphaned”. If the workspace is changed to orphaned then you to recover workspace otherwise it will not visible to the users and can’t access that workspace.

Let me explain to you how to make the workspace orphaned but you don’t try at your end.

Whenever you create a workspace, it will consider the workspace creator as an admin of the workspace. It is always mandatory that at least 1 user should be admin of the workspace. You can check the access once the workspace is created.

Sometimes you might encounter the below error message. It means you or your admin team member removed the admin of that workspace.

If any workspace doesn’t have an admin then it will change to the orphaned state.

In Power BI, you can’t remove the admin from the workspace but there is an option to remove an admin user from the workspace,

 

I don’t know why the product has this option. As per my understanding, this should be fixed. Let me show how to remove the admin users as well. Please don’t try with your production workspaces.

 

Follow the below steps

Step 1: Log in to app.powerbi.com and head over to admin portal

Step 2: Check for workspaces section

Step 3: Check for the workspace on the list and check the State of the workspace.

Step 4: Choose the orphaned workspace

Step 5: Click recover on the top. Recover option will be available only for orphaned workspace

Step 6: You need an admin user to the workspace, and it will be recovered.

Thanks

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About the Author

Hariharan Rajendran author

Hariharan Rajendran is a Microsoft Certified Trainer with 9+ years of experience in Database, BI and Azure platforms. Hariharan is also an active community leader, speaker & organizer and leads the Microsoft PUG (Power BI User Group – Chennai), SQLPASS Power BI Local Group – Chennai and an active speaker in SQL Server Chennai User Group and also a leader in Data Awareness Program worldwide events. Hariharan also frequently blogs (www.dataap.org/blog), provides virtual training (on ad-hoc basis) on Microsoft Azure, Database Administration, Power BI and database development to worldwide clients/audience.

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