Team Workflows

Best practices for collaborating on themes with your organization.

Collaborative Theme Development

Power UI's organization features enable teams to maintain consistent branding across all Power BI reports. Learn how to establish workflows that ensure quality, consistency, and efficient collaboration.

Key Benefits of Team Workflows

  • ✓Consistent brand application across reports
  • ✓Version control and change tracking
  • ✓Clear ownership and responsibilities
  • ✓Efficient theme updates and distribution

Recommended Team Structure

Theme Administrator

Responsible for theme governance and standards

  • • Creates and maintains master themes
  • • Sets organization sharing permissions
  • • Approves major theme changes
  • • Manages theme versioning
  • • Documents theme guidelines

Theme Developers

Create and enhance themes for specific needs

  • • Develop department-specific themes
  • • Create style variants for different use cases
  • • Test themes with real reports
  • • Submit themes for approval
  • • Maintain theme documentation

Report Authors

Apply approved themes to their reports

  • • Use organization-approved themes
  • • Apply appropriate style variants
  • • Provide feedback on theme usability
  • • Request new features or variants
  • • Follow theme usage guidelines

Theme Development Workflow

1

Planning & Requirements

Define theme objectives and gather requirements

  • • Identify report types to support
  • • Define required style variants
  • • Document brand guidelines
  • • Set accessibility requirements
2

Development

Create theme using Power UI's visual tools

  • • Start with organization template
  • • Create required style variants
  • • Test with sample reports
  • • Iterate based on preview
3

Review & Testing

Validate theme meets all requirements

  • • Test with production reports
  • • Verify accessibility compliance
  • • Review with stakeholders
  • • Document any limitations
4

Approval & Publishing

Get approval and share with organization

  • • Submit for admin review
  • • Set organization visibility
  • • Document usage guidelines
  • • Notify team of availability
5

Maintenance

Keep themes updated and relevant

  • • Monitor usage and feedback
  • • Update for new requirements
  • • Version major changes
  • • Deprecate old versions

Version Control Strategy

Naming Conventions

[Brand]-[Type]-v[Major].[Minor]

Examples:

  • • Contoso-Sales-v2.1
  • • Contoso-Executive-v1.0
  • • Contoso-Marketing-v3.2

Version Guidelines

  • Major:Breaking changes, new variants
  • Minor:Color updates, small fixes
  • Archive:Keep 3 previous versions

Pro Tip: Use the theme description field to document version changes and update reasons.

Communication & Documentation

Theme Documentation Template

Theme Overview

Purpose, target audience, key features

Style Variants

List of variants and their use cases

Color Meanings

What each color represents in context

Usage Guidelines

When and how to use the theme

Known Limitations

Any visual types or scenarios to avoid

Change Notifications

  • • Email updates for major versions
  • • Slack/Teams announcements
  • • Update changelog in docs
  • • Migration guides if needed

Feedback Channels

  • • Dedicated feedback form
  • • Regular user surveys
  • • Theme request process
  • • Bug reporting system

Team Best Practices

Process

  • • Regular theme review meetings
  • • Quarterly theme audits
  • • Standardized testing checklist
  • • Clear approval workflow

Collaboration

  • • Shared theme library
  • • Variant naming standards
  • • Regular training sessions
  • • Cross-team reviews

Quality

  • • Accessibility testing
  • • Performance validation
  • • Brand compliance checks
  • • User acceptance testing

Governance

  • • Access control policies
  • • Theme retirement process
  • • Compliance documentation
  • • Usage monitoring

Common Challenges & Solutions

Theme fragmentation

Solution:

  • • Establish clear theme categories
  • • Regular consolidation reviews
  • • Deprecate duplicate themes
  • • Enforce naming conventions
Inconsistent usage

Solution:

  • • Mandatory training for report authors
  • • Clear documentation and guides
  • • Regular compliance audits
  • • Automated theme application tools
Version control issues

Solution:

  • • Clear versioning strategy
  • • Automated change tracking
  • • Git integration for JSON files
  • • Regular archive cleanup

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