Workspace Access Query

[Anonymous]

Hi Power BI Pros,

We have 3 reports, currently homed in one workspace, along with all of the datasets, dataflows, and other reports.

We have granted users access to the workspace, rather than just to the reports; hence, they can see all of the dataflows, etc.

We did this because we need users to be able to use the 'pin to dashboard' functionality, so they can self-serve and create their own dashboards using our reports.

What is the best way to set-up our workspaces so that:

• We can grant access at a report-level
• Users can create their own dahsboards by pinning the tiles from our report to enable self-serve
• Users can bookmark their own views for the reports
• Users don't have access to the underlying datasets and dataflows

Initial thoughts:

• Have 4 separate workspaces:
  • One as our 'Dev' space with all the dataflows, datasets etc.
  • Three others for each report

Pros:

• Can grant access at a report-level basis
• Filters/views can be implemented and saved using bookmarkes
• Users can create their own dashboards in the workspace

Cons:

• A lot of maintenance regarding access
• Updating the report means publishing it 2x

Appreciate your thoughts on this - Thank you!

[ibarrau · Accepted solution]

Hi. I think you idea is ok. You can separate the report from the dataset and dataflows. Just be sure they have viewer or reader permission on the datasets otherwise they won't be able to view reports on the other workspace.

Your cons are not like that. It's not more maintenance and publishing 2x. It's just splitting the discipline or roles. You are taking a data model to a place and the UX/UI to another. You will only publish two times if you have a change of data and a change of visual, but if you have only one of them, then it's just one publish. Building a data model will let you think in the goal of the model. Many reports involving similar or the same main business process could be using the same well-designed data model. That way you might have one dataset for many reports, if you do that you have reduced the publish items on service.

Having a good process it's not more maintenance, it's the correct one. Keeping data transformation in one place. Letting other roles take more responsabilities on visualizations.

I hope that helps,