Best practices in a company

[tteguayco]

Currently, at my company, we have several PowerBI reports we build for internal use. We would like to know what are the "best practices" to follow regarding these aspects:

• When deploying or publishing a PowerBI report to PowerBI.com, who should do it? Should be this publication under a general-purpose account for the company or under an account of a specific user?
• When running a gateway in a machine for reports that use on-premise databases as a data source, should it be under the account of whom?
• When publishing a report in PowerBI.com inside a "Workspace", is it recommended to have more than one user with privileges in order to be able to change the publication settings (such as the "Scheduled Refresh")?
• When a report's data source is on the Cloud (for example, when it is an Azure Data Lake Storage), who should be the person managing the data source? Should he or she be the same person that pubishes the report?

These aspects should be kept in mind especially for cases when the person who is in charge of these matters leaves the company and another teammate must take over this responsability.

Thanks in advance.

[v-piga-msft · Accepted solution]

Hi @tteguayco ,

• When deploying or publishing a PowerBI report to PowerBI.com, who should do it? Should be this publication under a general-purpose account for the company or under an account of a specific user?
• When running a gateway in a machine for reports that use on-premise databases as a data source, should it be under the account of whom?
• When publishing a report in PowerBI.com inside a "Workspace", is it recommended to have more than one user with privileges in order to be able to change the publication settings (such as the "Scheduled Refresh")?
• When a report's data source is on the Cloud (for example, when it is an Azure Data Lake Storage), who should be the person managing the data source? Should he or she be the same person that pubishes the report?

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1. Normally, the power bi report should be created by the report designer in the company. May be someone need do the bussiness analytics with Power BI.

In addition, the Power BI Account must be the work or school account. For two license of Power BI, please refer to this document.

2. The gateway is associated with your Power BI account, and you manage gateways from within the Power BI service. You should sign in with the account with your Power BI account.

3. By my test, if your app workspace is the classic app workspace and with edit permission, the members in the app workspace could set the schedule refresh if you add the data source in the gateway. If your app workspace is the new appwork space, the users in the app workspace also could change the schedule refersh. 

4. For the data source is online, we don't need add it to the on-premises gateway normally, it will refresh automatically. So the user who create the report and publish it to Power BI Service should be the person.

In addition, for your situation, I think that you'd better assign more than one Admin role in your app workspace so that in cases when the person who is in charge of these matters leaves the company and another teammate could take over this responsability.

If you still need help, please feel free to ask.

Best  Regards,

Cherry