Building Power BI reports is all about communicating data and enabling insight. With the built-in Power BI cloud service, organising and sharing reports is easier than ever.
Initial Power BI Service Setup
By default, free users can only publish Power BI reports to their personal workspace. This personal workspace is not shareable with other users. Let’s get started. Your Power BI Administrator needs to set up one or more Power BI Workspaces for your reports. Secondly, the admin must allocate all participating users a Power BI Licence. Once users receive licences, you create the workspaces. After that, users may add their reports to workspaces using the ‘Publish’ button in Power BI Desktop.
Organising Team Collaboration
To publish to a workspace, you must add a user to that workspace. You should also allocate a role that defines their permissions to consume, add, and edit content. Depending on the role, users are granted different options. For example to schedule dataset refreshes, reuse existing published datasets to develop new reports, and share and edit existing reports.
Sharing Power BI reports to end-users
In most cases, it is, for governance reasons, advisable to only add developers and other contributing users to a workspace. For end-user consumption, you may instead consider publishing the contents of a workspace as an ‘App’. Apps provide a separate front-end experience for users, who can consume and interact with reports from a slightly more limited interface, with access restrictions on underlying data and export functionalities. You can add individual users, or entire Email or AD groups as users of such an App.
Summary
Power BI comes with a built-in cloud service to publish and share Power BI reports across your organisation. Users will need a licence and workspace to share reports, which in turn allows for great control and flexibility in terms of governance, security and data refreshing. Please do not hesitate to contact us if you have any questions or comments
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