any way to share reports with whom do not have data-base permission but have bi account?

[mario_japan]

Hi all,

I created a report by retrieving data from a database, and I'm considering sharing it with whom don't have the permission to access the database. I just wonder if the pbix file can carry data being used in the report even if the data is from a database? and one of major concerns for it might be that (s)he won't be able to update the dataset independently? in other words, (s)he can modify it within the given dataset?

TIA

Regards,

Mario

[danextian]

hi @mario_japan

here's what those users can still do:

• view and open pbix
• add new/edit visuals
• create new measures/calculated columns

here's what they can not  do:

• refresh the report
• edit the query

[v-qiuyu-msft · Accepted solution]

Hi @mario_japan,

If you share the pbix file (get data in import mode) with the user who doesn't have the permission to access the database, when this user opens the report in Power BI desktop, he can view the report data but can't refresh the report.

In your scenario, as the shared user has Power BI service account, I would suggest you publish the pbix file to Power BI service. Assume the data source is SQL Server database, you need to create a SQL Server data source use on-premise data gateway, then configure the published dataset to use this gateway, see: Manage your data source - SQL Server. You can enable the schedule refresh for the dataset to get latest data. Then Pin a tile to a Power BI dashboard from a report, Share dashboards and reports with colleagues and others. In this way, as the dataset owner configure the credential to access database, the user who doesn't have the permission to access the database can view shared dashboard and report.

Best Regards,
Qiuyun Yu

[mario_japan]

Hi @v-qiuyu-msft,

Thnak you for the message, I feel the solution sounds good.

However, its a little bit complicated for our current situation, including budget and human resorces.

I'll consider it from longer perspective.

Thank you.

Best regards,

Mario

[Hasan]

Hi Mario,

As long as that person has Power BI Desktop, they can review and change the report but if they try to refresh the report, they would get a error message.

[mario_japan]

Hi @Hasan,

Thanks for the releavant information, I'll try it.

Best,

Mario