External access to power bi reports (email as pdf)

[po]

Hi,

We currently have a reporting tool where reports are scheduled at regular intervals to send the output as excel or pdfs to external usesrs via e-mail and looking into feasability of doing similar in power bi.

What is best way of distributing content to external users who are not part of the company?

Also what is the best way of giving access to external users to create their own reports from datasests?

Thanks

[v-yuta-msft]

@po ,

 You should add the external user to your group. Signin Azure protal, click Azure Active Directory-> All Users-> New Guest User.

 

Then you can share content packs which can be edited with the external users.

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.

[po]

Thanks for update.

Does this mean it is an external or interanl user has to alwys login to power bi?

Is it not possible to e-mail a pdf of power bi report on schedule directly to a user?

[v-yuta-msft]

@po ,

Internal users who will be shared with don't need to always sign in. When they sign in power bi service, a notification will pop up. And if you share with external users, they will receive an e-mail which contains a url link. In addtion, power bi doesnt support share report on schedule with other users currently.

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.

[Anonymous]

Hi @po ,

Power BI Reports can be subscribed to your users when the data gets refreshed.

But your scenario is different. You want to expose Power BI Reports to external users (people who are not part of your organization)

This can be achieved by creating tenant id in Azure Data factory. You have to invite your external user in ADF and create a tenant id for that particular user post the acceptance of your invitation. After that, you can share your reports via content pack, Apps to the external users.

Please see the below URL's.

https://docs.microsoft.com/en-us/power-bi/service-share-dashboards#share-a-dashboard-or-report-with-...

https://docs.microsoft.com/en-us/power-bi/service-admin-azure-ad-b2b

https://powerbi.microsoft.com/en-us/blog/share-your-power-bi-content-with-anyone-by-email-2/

Regards,

Pradeep

[po]

Hi Pradeeep,

Thanks for the very useful links.

One question I have is once share to external or interal user, will they get an e-mail every time dataset refsrehed via service.

e.g if have a report which refreshed daily or weekly is it possible to send them an e-mail automatically after report refsrehded via service - if so do you have a link fro this?

Thanks

[Anonymous · Accepted solution]

Hi @po ,

Yes, you can subscribe reports to your users based on the data refresh.

Please see this URL. This would be helpful and it takes you how to subscribe reports in Power BI Service.

https://docs.microsoft.com/en-us/power-bi/service-report-subscribe

[po]

Thanks for updates