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taylorp84 Frequent Visitor
Frequent Visitor

Shared Datasets and underlying permissions

Hey gang - I have a question around using shared datasets and the proper way to grant permission to the underlying dataset. If a report in a separate workspace is using a shared dataset, what is the proper way to grant permission to that underlying dataset? Currently, if the user doesn't have access to the underlying dataset, they receive a permissions error and are not able to view the data in the report. I don't want the user to be able to access or read this dataset in anyway apart from simply being able to view the data in the report. The only way I saw to get this working is to go into the underlying dataset in the separate workspace and grant the user Read access. Is that really the best practice right now? 

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Super User IV
Super User IV

Re: Shared Datasets and underlying permissions

Hi there

The permissions that a user needs to build reports off a shared dataset is the build permission. You can enable this permission from either when you share the App with the user.

Or when you go into the dataset settings and then click on permissions and give them the access to build.

Here are more details in my blog post: https://www.fourmoo.com/2019/10/08/power-bi-bulk-changing-permissions-read-reshare-build-on-datasets...




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taylorp84 Frequent Visitor
Frequent Visitor

Re: Shared Datasets and underlying permissions

Thanks, Gilbert. My main question though is how to share out the proper permissions when I don't want users to have Build access. I want them to simply be able to see the report. I don't want them to be able to be able to view or access the underlying dataset at all (besides obviously being able to see the data from it surfaced in the report). 

Super User IV
Super User IV

Re: Shared Datasets and underlying permissions

Hi there

In order to do that you can share the reports via an App from an App Workspace.

That will allow them to have the permissions to view the data in the associated reports that have been shared in the App.




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taylorp84 Frequent Visitor
Frequent Visitor

Re: Shared Datasets and underlying permissions

Thanks, Gilbert. I am sharing out the report via an App, but if Build permissions aren't granted, the user receives an error that they do not have access to the underlying dataset (which is in another workspace). 

I'm assuming the only way to grant them access without giving them the ability to build out reports with the dataset is to go into the workspace with the shared dataset, click on the Datasets tab > <DatasetName> ellipssis > manage permissions and grant Read access? 

Super User IV
Super User IV

Re: Shared Datasets and underlying permissions

Hi there

As far as I know that should work.

When you go to the dataset permissions do the users not have "Read" permissions?




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taylorp84 Frequent Visitor
Frequent Visitor

Re: Shared Datasets and underlying permissions

No, not automatically. Very strange! Thanks for the help and discussion! 

Super User IV
Super User IV

Re: Shared Datasets and underlying permissions

No worries, something seems a bit off.

I have used shared datasets via an App and the users have always been able to view the reports.

There is no Row Level Security applied on the datasets?




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taylorp84 Frequent Visitor
Frequent Visitor

Re: Shared Datasets and underlying permissions

Nope, no RLS. I even spun up a couple test workspaces and verified.

Super User IV
Super User IV

Re: Shared Datasets and underlying permissions

That is unusual

I have even done this in the past with external users and they always could see the reports when loaded.

Could you send a screenshot of what the error is?




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