Report sharing across an organization

[rnian18]

Hey guys,

I am trying to understand how report sharing in PowerBI works, and what is the most efficient model.  From documentation, it says that Pro users can share with only other Pro users.  Free users can only read reports from a Premium workspace.

So to confirm:

1. Does that mean if a Pro user shares a report with a free user, the free user would not gain access?

2. Can one premium per account user create a premium workspace and then share the reports with all free users?  How would this sharing of workspace work?

Thanks!

[edhans · Accepted solution]

It depends on where the report is stored, not who shared it. In all cases below, the user must have permissions to the report.

1. If the report author published to "My Workspace" the user being shared with must have at least a Pro license.
2. If the report author published to a normal workspace, then the user being shared with must have at least a Pro license.
3. If the report author published to a Premium Per User workspace, then the user being shared with must have a Premium Per User license.
4. If the report author published to Premium capacity workspace, then user being share with must have a Power BI Free license for commercial accounts. For gov't accounts, no license is needed.

Premium Per Users can only share with other Premium Per users in a PPU workspace, or Pro users if the workspace itself is also Pro. To share with Free users, it must be Premium Capcacity, which is a company license starting at about $5K/mo.