Share PBI Reports

[RaffiKouzoudj]

Hi,

All the employees at the organization have a regular power bi accounts, except for couple of users that have Power BI Pro account, including myself. What is the best way of sharing Power BI reports with other specific users at the organization?

The main objective, is to publish and share reports with others in the organization without asking them to log in to online Power BI account. We have the full microsoft tools and for that we use our organizational account to access them all.

I have couple of options however, I just want to have your input prior moving forward with one of the options below:

1. Publish as Web - However, this is not secure and users can not export the data.

2. Create Workspace , add members and then publish the report in the workspace. However, for workspaces I am not sure whether we can create subfolders and publish reports in sub folders. Because I do not want to end up with multiple workspaces! Since we have different reports for different group of ppl. So do we need to create for each report different workspace?

3. Power BI Premium account?

Please let me know if you need more elaboration on the above.

Thank You

[v-lili6-msft · Accepted solution]

hi  @RaffiKouzoudj 

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,

but Premium is more expensive.
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 Do not publish confidential or proprietary information.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

In workspace, you could not create sub folders, I would suggst you create different workspace for different group. 

Regards,

Lin

[RaffiKouzoudj]

Thank you all for your great feedback!

I managed eventually to convince the management to get a Power BI Premium account, since we have more than 150+ employees. So together with Pro Account I will be able to share reports / dashboards with internal users and enjoy the great capacity and performance!

[nandukrishnavs]

@RaffiKouzoudj - To share the reports with people in a secure manner, all the people should have a Pro license. Free license users can't access shared content/workspace/Apps.

Another option- Power BI embedded (application owns the data) - https://github.com/Microsoft/PowerBI-JavaScript/wiki/Embedding-Basics#application-owns-the-data

If you are going with the per-user license model, you can share the reports in mulple ways.

1. create workspace for each set of group and add users into the workspace.
2. create workspace for each set of group and publish the reports as Apps and provide access to these apps.
3. create a single workspace, open your report and click share button and share the reports with the required group. (not recommended )

Please refer to this link for understanding the Power BI premium https://docs.microsoft.com/en-us/power-bi/service-premium-what-is
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