Microsoft has rolled out Power BI Org Apps to Pro users, and while it’s still in preview, this feature is shaping up to be a significant upgrade over traditional workspace apps. In this post, we’ll explore what Org Apps are, how they differ from existing apps, why you might want to use them, and how to get started.
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What Are Power BI Org Apps?
Power BI Org Apps are an evolution of the traditional app model within Power BI. They allow you to package and share multiple reports and dashboards in a streamlined, user-friendly way, but with more flexibility than before.
Previously available only to Microsoft Fabric users, Org Apps are now accessible to anyone with a Power BI Pro license. They’re still in preview, which means:
- Microsoft may make changes or disable the feature
- No official support is available during the preview phase
Still, they offer a promising new direction for content distribution within organizations.
Why Use Org Apps Instead of Standard Workspace Apps?
Here’s why Org Apps are a potential game-changer:
1. Better Content Packaging
Rather than sending multiple report links to different people, Org Apps let you group related content into one clean interface. For example:
- Finance App: Budget, revenue, and expense reports
- HR App: Onboarding, training, and attrition dashboards
- Operations App: Daily metrics and outage monitoring
This structure makes content easier to find and consume.
2. Custom Layout and Theming
Unlike the limited theming in traditional apps, Org Apps allow you to:
- Upload custom images and logos
- Choose any color using a color picker
- Customize navigation layout and behavior
You can apply an app-wide theme and organize content using section breaks, making the experience more polished.
3. Multiple Named Apps Per Workspace
This is one of the biggest improvements. With Org Apps, you can:
- Create multiple apps from a single workspace
- Assign each app a unique name
- Choose which reports are visible in each app
This eliminates the need to manage complex visibility settings and audience groups like in traditional apps.
How to Enable and Create an Org App
Step 1: Enable Org Apps (Admin Only)
Admins must turn on Org Apps in the Power BI Admin Portal:
- Go to Settings > Admin Portal
- Filter for “app”
- Enable “Users can discover and create org apps” either org-wide or for specific users
Step 2: Create Your Org App
- Go to your workspace (must be a modern workspace)
- Click New > Org App
- Name your app (you can even call it “Power App” just to confuse everyone)
- Add reports and dashboards
- Organize content with section breaks if needed
- Add a welcome page with custom branding
- Customize the theme and layout
- Preview your app before publishing
Managing Access and Sharing
You can manage access in two ways:
- Directly from the app using the Manage Access button
- From the workspace where the app is created
Org Apps support:
- Sharing via email
- Generating links to specific pages (though access must still be granted separately)
Key Differences from Traditional Workspace Apps
| Feature | Traditional App | Org App |
|---|---|---|
| Multiple named apps per workspace | No | Yes |
| Custom theming | Limited to preset colors | Full color customization |
| Section breaks & layouts | Basic | Advanced navigation options |
| Sharing experience | Audiences only | Separate app names and links |
| App visibility control | Clunky | Cleaner inclusion/exclusion |
| Security behavior (preview) | Users retain model access | Access fully removed |
Important Notes
- A Pro license is required to create or view Org Apps.
- Org Apps are in preview and may behave differently in future updates.
- Removing users from an Org App removes their access to associated models, unlike with workspace apps.
Final Thoughts
Org Apps bring a more deliberate and user-friendly approach to report sharing in Power BI. They streamline the content experience, improve governance, and make it easier to manage access across your organization.
If you’re using Power BI Pro, this feature is absolutely worth exploring even in preview. Just be aware of its limitations and stay updated with any changes from Microsoft.
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