sharing of power bi report

[Anonymous]

Hi,

I'm wondering it's possible to share power bi reports with a large audience without pro licence. 

So here is the situation, we would like to create sales KPI dashboard for large group of customers. The dashboard needs to cusotmized for each salesman (so RLS is needed). the source data is stored in SAP and refreshed on weekly or daily basis.

As we dont have a budget to get pro license for each one, I'm wondering if there is a way to share customize reports with audience for free? E.g., is there a way to create an application which will export the dashboard into pdf format for each saleman on weely basis and save them in a sharepoint online site (probably one sharepoint folder per individual with limited access) ?

[aj1973]

Hi @Anonymous 

The answer to you your question is no, 

To use RLS, share dashboards and to use automatic refresh, all needs a Pro license, premium capacity or power bi embeded. 

View that your company is limited on budget then Premium and Embeded are very high cost.

What you can do however is:

If you don't have sensitive data then, one Pro license could do the job but instead of using RLS(cause won't work when you publish to web) you will need to create a report filtered for each group of audience, then publish each filtered report to a specific workspace. From the service you will need to share the URL (generated on publish to web public) with every group separetly.

To refresh your reports on a weekly basis you can simply use the same Gateway for all workspaces since they all use the same data source.     

Sorry this is a long way to do it but make sure that you don't have sensitive data to be shared since all URLs are going to be Public.

[ibarrau]

Hi. Yes you can, but you need to pay for it. You can buy "capacity" and assign it to a workspace. When you do that, you can share that workspace with all free users you want with RLS. This way is called Power Bi Premium. You can also buy Power Bi Embed that will let you create your own site to share with users without an account developing a custom app that will show power bi dashboards and reports.

If you are just looking for sending pdf by email free, you can read Power Bi rest api and create a schedule script that will run this request and you can write your own send email script.

https://docs.microsoft.com/en-us/rest/api/power-bi/reports/exporttofile

Don't forget you can build scripts like that one with Power Automate.

Hope this helps,