In short: Keepit for Power BI backs up Power BI shared workspaces, including reports, datasets and dataflows, into Keepit's independent, immutable cloud, and restores them in place with their metadata. It needs a Microsoft 365 service account with Global and Fabric administrator roles and a Power BI Pro or Premium licence, and is licensed per seat.
Why back up Power BI
Power BI reports often take weeks to build, and they live in workspaces where several people have edit rights. Keepit points out that Microsoft provides no native backup for reports, dashboards, workspaces and datasets in the Power BI service, so a deleted workspace or an overwritten report can mean rebuilding from scratch.
Keepit for Power BI keeps a separate, immutable copy of your Power BI content in Keepit's own cloud, with the same search and restore tools as Keepit's other services. It is licensed separately from Keepit's Power Platform service, which covers Power Apps, Power Automate and Power Pages.
What is covered
| Area | Covered |
|---|---|
| Workspaces | Shared workspaces in the Power BI service |
| Reports | Reports in those workspaces that can be downloaded as .pbix files |
| Datasets | Datasets and underlying data, with some limitations Keepit documents |
| Dataflows | Dataflows created in the workspaces |
Personal "My workspace" content is not backed up, and nor are reports created directly in the Power BI service that cannot be downloaded as .pbix files. If a particular workspace or report type matters, we will check it against Keepit's current documentation before you commit.
Requirements and restore
To set up the backup you need:
- A Microsoft 365 service account to run the backup
- The Global administrator and Fabric administrator roles on that account
- A Power BI Pro or Power BI Premium licence for the account, depending on the workspaces being backed up
Restores go back to the original location with their metadata and relationships. You can also download individual objects or whole folders, or share them through secure links.
How it is licensed
Keepit for Power BI is licensed per seat. Every licensed Power BI Pro and Power BI Premium user counts as a seat, as a full or light seat depending on the licence type. Each Power BI Premium per capacity licence is counted as 500 Power BI Premium seats, so organisations on capacity licensing should tell us how many capacities they run.
Storage is unlimited and retention is set per connector. Retention follows the tier: up to 5 years on Core Continuity, up to 10 years on Business Resilience or Enterprise Resilience, and unlimited retention as an add-on to those two. The Keepit overview compares support and onboarding across the tiers.
Who it suits and how we help
Power BI backup suits finance, operations and analytics teams whose reports are relied on by the rest of the organisation, and anyone who has lost a report to an accidental workspace deletion. It works well alongside Keepit for Microsoft 365, because the same console covers both.
We check your workspaces and licences, set up the service account with the right roles, configure the connector in the UK region and run a test restore. Power BI licences themselves are supplied through Forever Group's Microsoft licensing team.
How Forever Systems supplies your software licences
Forever Systems Ltd supplies business software subscriptions to UK organisations from one account, with one monthly invoice and a UK team who know the products.
- The right edition first time: we check what you need before you buy, so you are not paying for features you will never use
- Monthly or annual terms where the vendor offers them, and help timing renewals and commitments
- Licence changes handled for you: add or remove users, upgrade editions and true-up without starting a new contract
- Deployment and support from engineers who run these products every day, not just a reseller account
- Consolidated billing and renewal reminders so nothing lapses unexpectedly
We work with businesses, schools, charities and public sector organisations of all sizes.
Need a licence quote or a second opinion on your renewal?
Tell Forever Systems what you need and we will come back to you by email with options, not a hard sell.
Contact usFrequently asked questions
Does Microsoft back up Power BI reports?
Keepit states that Microsoft offers no native backup for reports, dashboards, workspaces and datasets in the Power BI service, which is the gap Keepit for Power BI is designed to fill.
What permissions does Keepit need for Power BI?
A Microsoft 365 service account with Global Administrator and Fabric Administrator roles, and a Power BI Pro or Premium licence, depending on the workspaces being backed up.
Is Power BI part of Keepit's Power Platform backup?
No. Keepit counts Power BI seats separately from its Power Platform service for Power Apps, Power Automate and Power Pages. You can take either or both.
How are Premium capacities counted?
Each Power BI Premium per capacity licence is counted as 500 Power BI Premium seats. Pro and Premium per user licences count individually.