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tteguayco
Frequent Visitor

Best practices in a company

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.

1 ACCEPTED SOLUTION
v-yuta-msft
Community Support
Community Support

@tteguayco ,

 

Spoiler
  • 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 you publish report from power bi desktop to power bi service, you need to sign in your power bi account which can also be used to sign in power bi service. So as you said, yes, it's under a "specific user". However, you can share contents with others in power bi service if you are pro user.

 

Spoiler
  • 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?

Yes, the data gateway also need the power bi account. When you install the data gateway, you need to sign in your account. However, in power bi service, you can click "Manage gateway" then select a gateway cluster and assign other users in your group as a gateway admin, after that, other people can also configure data source in the same domain(using gateway, we can connect to data source in your company domain).

 

Spoiler
  • 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")?

It depends on your senario, you can assign specific users with admin pricileges so that they can modify the content(like schedule refresh) in the workspace. Also you can assign them with members and contributors if your workspace is a new workspace, please refer to diagram below:

Capability Admin Member Contributor
Update and delete the workspace. X    
Add/remove people, including other admins. X    
Add members or others with lower permissions. X X  
Publish and update an app. X X  
Share an item or share an app. X X  
Allow others to reshare items. X X  
Create, edit, and delete content in the workspace. X X X
Publish reports to the workspace, delete content. X X X

 

Reference for new app workspace:

https://docs.microsoft.com/en-us/power-bi/service-create-the-new-workspaces

https://docs.microsoft.com/en-us/power-bi/service-new-workspaces

 

Spoiler
  • 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?

It depends on your senario, usually, user who create/publish report has an access to the data source. 

 

Community Support Team _ Jimmy Tao

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

 

View solution in original post

1 REPLY 1
v-yuta-msft
Community Support
Community Support

@tteguayco ,

 

Spoiler
  • 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 you publish report from power bi desktop to power bi service, you need to sign in your power bi account which can also be used to sign in power bi service. So as you said, yes, it's under a "specific user". However, you can share contents with others in power bi service if you are pro user.

 

Spoiler
  • 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?

Yes, the data gateway also need the power bi account. When you install the data gateway, you need to sign in your account. However, in power bi service, you can click "Manage gateway" then select a gateway cluster and assign other users in your group as a gateway admin, after that, other people can also configure data source in the same domain(using gateway, we can connect to data source in your company domain).

 

Spoiler
  • 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")?

It depends on your senario, you can assign specific users with admin pricileges so that they can modify the content(like schedule refresh) in the workspace. Also you can assign them with members and contributors if your workspace is a new workspace, please refer to diagram below:

Capability Admin Member Contributor
Update and delete the workspace. X    
Add/remove people, including other admins. X    
Add members or others with lower permissions. X X  
Publish and update an app. X X  
Share an item or share an app. X X  
Allow others to reshare items. X X  
Create, edit, and delete content in the workspace. X X X
Publish reports to the workspace, delete content. X X X

 

Reference for new app workspace:

https://docs.microsoft.com/en-us/power-bi/service-create-the-new-workspaces

https://docs.microsoft.com/en-us/power-bi/service-new-workspaces

 

Spoiler
  • 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?

It depends on your senario, usually, user who create/publish report has an access to the data source. 

 

Community Support Team _ Jimmy Tao

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

 

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