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Chapter 44

44.1 Capstone: Publish, Secure, Refresh and Share

By Ravindra Bagale · Power BI deep series

Chala mitrano — chapters 37–43 were pieces. Today we stitch one Monday-ready lab: publish, secure, refresh before standup, share the App.

Fictional sample data for learning. All company names and brands belong to their owners. We use the names only so students can understand. Numbers on this page are made up.
After this lesson you can
  • Write success criteria for an end-to-end Service lab.
  • Publish to a shared workspace with least privilege.
  • Configure credentials/gateway and a pre-standup refresh.
  • Assign RLS groups and Test as role.
  • Publish an App and a post-refresh subscription.
  • Tell a 90-second interview capstone story.

Start with a problem (fictional). Training wants proof, not slides. Priya Deshmukh runs a Saturday lab with fictional Nashik–Pune–Nagpur cities and ₹ KPIs. By noon the App works, RLS holds, refresh is green at 06:45 IST pattern, and a test subscription lands. Monday standup finally trusts the numbers.

Sample layout — fictional data: end-to-end Service lab checklist
Sample layout — fictional data (not a real Service screenshot)

1. Lab setup and success criteria

Why: Without a written definition of done, “almost live” lasts forever.

What: Success: Viewer city manager sees only their city; card refresh by 07:00 IST; App link works; subscription mail arrives 07:05.

How — write the contract:

Vertical steps (one under another)

  1. Create or use shared workspace MH Ops Lab.
  2. Prepare Desktop model with City + UserCity map + role.
  3. Write success criteria on a one-page checklist.
  4. Name owners: data, gateway, App.
  5. Schedule the lab window (example Saturday 10:00–12:00 IST).

Tiny example: Checklist header (fictional): “Done = Test as role Nashik-only + green refresh + App open + mail received.”

Ravindra Bagale's Tip

Friends, if it is not on the checklist, it is not done — even if the report looks pretty.

2. Publish and workspace roles

Why: Publishing to My workspace blocks real sharing patterns.

What: Publish to the shared workspace; keep city managers off Admin.

How — publish with least privilege:

Vertical steps (one under another)

  1. Desktop, then Publish, then MH Ops Lab.
  2. Confirm semantic model + report landed.
  3. Add colleagues as Contributor/Member as needed; managers stay Viewer via App.
  4. Remove accidental Admin on viewer UPNs.
  5. Record the workspace URL.

Tiny example: Raja Patil (fictional) is App audience only — never workspace Admin.

Ravindra Bagale's Tip

Friends, least privilege: viewers get App, not workspace Admin.

3. Gateway / cloud credentials and 07:00 IST refresh

Why: Empty cards at standup destroy trust.

What: Configure credentials, gateway if on-prem, schedule before 07:00 IST.

How — make refresh boring (in a good way):

Vertical steps (one under another)

  1. Semantic model, then Settings, then data source credentials.
  2. Install/map gateway if SQL/folder is on-prem.
  3. Schedule refresh 06:45 IST weekdays.
  4. Run Refresh now; confirm Last refresh success.
  5. If failure, read error — fix before App launch.

Tiny example: On-prem SQL via gateway cluster; cloud SharePoint list uses OAuth (fictional lab mix).

Ravindra Bagale's Tip

Friends, a red Last refresh is a stop sign — do not launch the App yet.

4. RLS assignment and Test as role

Why: Role DAX in Desktop is not enough — Service assignment matters.

What: Assign security groups to roles; Test as role with a real UPN.

How — prove the filter:

Vertical steps (one under another)

  1. Model, then Security, then add role members (groups).
  2. Test as role, then enter city manager UPN.
  3. Confirm only one city appears.
  4. Fix map table if empty.
  5. Retest after next refresh.

Tiny example: Test as role with raja.patil@contoso.example shows only Nashik GMV ₹2.1L (fictional).

Ravindra Bagale's Tip

Friends, Admins may bypass RLS — test with a Viewer-style UPN, not your Admin account alone.

5. App audiences and subscription

Why: Workspace access is not the same as a polished App experience.

What: Build App, audiences by city group if needed, subscribe after refresh.

How — ship the reader experience:

Vertical steps (one under another)

  1. Create App, then add report, then publish.
  2. Audience: MH City Managers group.
  3. Share App link; open in private window as test user.
  4. Subscribe page 07:05 IST to yourself first.
  5. Then add the group; announce in Teams.

Tiny example: Teams message (fictional): “App MH Ops Live — open this link, not the workspace.”

Ravindra Bagale's Tip

Friends, announce the App name — raw workspace URLs train bad habits.

6. Sign-off and interview story

Why: You need a story you can tell in interviews and to your manager.

What: Walk the checklist: publish, then credentials, then refresh, then RLS → App, then subscription, then usage Monday.

How — close the lab:

Vertical steps (one under another)

  1. Tick every success criterion.
  2. Save screenshots of Last refresh and Test as role (no real secrets).
  3. Note one issue you fixed (gateway auth, blank role).
  4. Plan Monday usage glance.
  5. Write a 90-second interview narrative.

Tiny example: Interview close: “I published to shared workspace, proved RLS as role, refresh before standup, App for viewers.”

Ravindra Bagale's Tip

Friends, mention one bug you fixed — it proves you were really there.

Quiz (5 questions)

1. Capstone success includes:

2. Refresh should be scheduled:

3. Test as role proves:

4. App audiences are for:

5. Least privilege means:

Practice tasks (12) — hints only, no full answers

  1. Task. Write five success criteria for the lab.
    Hint: section 1.
  2. Task. List publish steps into MH Ops Lab.
    Hint: section 2.
  3. Task. Draft gateway vs cloud credential choice for SQL vs SharePoint.
    Hint: section 3.
  4. Task. Schedule: dataflow 06:30, model 06:45, mail 07:05 IST — justify.
    Hint: order.
  5. Task. Service steps to assign a group to an RLS role.
    Hint: section 4.
  6. Task. What do you look for in Test as role?
    Hint: one city.
  7. Task. App publish + audience bullets.
    Hint: section 5.
  8. Task. Why self-test subscription before the whole group?
    Hint: bad blast.
  9. Task. 90-second interview story outline.
    Hint: section 6.
  10. Task. Name one failure you might see on first refresh.
    Hint: credentials.
  11. Task. Monday after go-live — what do you check?
    Hint: usage / errors.
  12. Task. Who must not be Admin in this lab?
    Hint: city manager viewers.

Ravi Sir's cards (Excel card style)

Standalone cards — no tip or photo sections. QR points to this lesson. Download PNG to revise offline.

Interview Q&A: Tell the story of your publish-to-App lab
Download interview-card PNG
Comparison Card: My workspace vs a shared workspace
Download comparison-card PNG
Revision Card: End-to-end checklist: definition of done
Download revision-card PNG

Think like a professional

In a real tenant, rights and sharing are controlled by Fabric / Power BI admins. Always follow your company policy. This lesson uses fictional people and numbers so you can practise the ideas safely.