Requirements to share dashboards and reports from 0

[alepanunzi]

The company I work for wants to create and share dashboards with clients and also is needed to have dinamyc row level security so they can only see their own information, looking for solutions there isn't a clear guide or tutorial that mentions what would be needed to do this, so what I wanted to know is:

- Do I need only power BI pro? ( I dont see any way to create groups without external license ex, office 365 or azure).

- If I need azure accounts or office 365 how many do I need? (1 for each person that is going to create the dashboard, or is needed an external license for each client so they can view the dashboards plus the power BI license).

- Wich would be the best aproach to create dashboards and share it with clients so they can only see their information? I read that office 365 comes with a power BI pro license but I dont know if I need one for each clients so, if I have 1000 clients I need 1000 license?

- I also see that there is a option for sharing with external user, this option let me filter the information that clients can see?

My end goal is to tell my superiors how many license and wich one are necesary to been able to make this reports.

[v-luwang-msft · Accepted solution]

Hi @alepanunzi ，

Yes,you need.

You must be assigned an admin role to purchase or assign licenses for your organization. Admin roles are assigned by using the Azure Active Directory admin center or the Microsoft 365 admin center. The following table shows which role is required to do tasks related to purchase and licensing. For more information about administrator roles in Azure Active Directory, see View and assign administrator roles in Azure Active Directory. To learn more about admin roles in Microsoft 365, including best practices, see About admin roles.

refer:

https://learn.microsoft.com/en-us/power-bi/enterprise/service-admin-licensing-organization 

Best Regards

Lucien

[v-luwang-msft]

Hi @alepanunzi ,

In power bi service

For normal, if you want to share a private report to others, you and others both need the Pro license.
If you have purchased Premium and add your content to Premium, then when you share the content, the receiver could be free user.
https://docs.microsoft.com/en-us/power-bi/service-free-vs-pro
https://docs.microsoft.com/en-us/power-bi/service-premium

Another way, you could publish report to web, then anyone could access it.

But When you use Publish to web, the report or visual you publish can be viewed by anyone on the Internet. There is no authentication used when viewing these reports. Only use Publish to web with reports and data that the anyone on the Internet (unauthenticated members of the public) should be able to see. This includes detail level data that is aggregated in your reports. Before publishing this report, ensure you have the right to share the data and visualizations publicly. Do not publish confidential or proprietary information. If in doubt, check your organization's policies before publishing.

https://docs.microsoft.com/en-us/power-bi/service-publish-to-web

and if you want to share with people who just want to view them in Desktop, you could just download the pbix file and then share it by other ways, for example: as an email attachment ,etc.

By the way, power bi desktop is a development tool for report and dashboard, so all the underlying data and underlying formula could be seen in it.

Also if you want to set dinamyc row level security,you could configure rls on  Power BI,but if user with edit permission on dataset ,the RLS will not work.You could refer the below:

https://docs.microsoft.com/en-us/power-bi/enterprise/service-admin-rls 

sample:

https://www.acuitytraining.co.uk/news-tips/dynamic-row-level-security-in-power-bi/ 

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

Best Regards,
Lucien

[alepanunzi]

Thanks for your reply, this answer a lot of my question but, I still have one more question about how to manage a large amount of account or users that sees the reports, for example if I want to create a RLS for an report and I have to give permissions to 1000 users, from the documents you share, it says that I would have to add the users to the report one by one, this is not viable if I want to scalate later on or if I would have more dashboards were I need to implement more RLS, so I have read that you can create groups where you manage the users an those groups can be imported into the RSL but from my undertanding is necesary an external license, that is what I mean when I was asking if office 365 or azure is needed, because I don't see how to create or manage this groups inside power BI.