Forum Discussion
External user can't export to excel with Current Layout
Hey all,
I have a report, where an external user has access. They want to be able to export the current layout of a table, to xlsx, but they cannot choose the option.
I have tried to look around, and found that they might be needing build rights to the underlaying model. I tried that, but it did not work.
The model is located in a separate workspace to the report.
They access it via App in PBI service.
Let me know if you need more information.
5 Replies
- pankajnamekar25
Super User
Hello EmilPM
First, since the dataset is in a different workspace than the report, the App's "build content" checkbox only auto-grants Build if the dataset is in the same workspace as the report it doesn't propagate cross-workspace, so you need to go into the dataset's own workspace and add the external user directly via the dataset's Manage Permissions / Direct access, not just via the app audience settings. Second, even with that done, check Admin Portal → Export and sharing settings, since if "Export data" is restricted to specific internal security groups, external guests get blocked regardless of Build permission, as admin settings always override object-level ones. Test with an internal account granted the same permissions to confirm whether it's a guest-specific block or a genuine permission gap.
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Data With Pankaj - YouTubeThanks for your response.
I have granted the external user the build rights directly to the model, and the setting in the admin portal for Export data, is allowed for all of the organization.
But the user still doesn't have the option to export current layout to excel. Internal users have no issues doing this.
v-abhinavmuCommunity Support
Hi EmilPM,
I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions.Thank you.
- DaniyalKhaleel1
Helper I
Yes,the important detail here is that the report is accessed through a Power BI App, while the semantic model is in a different workspace.
The first thing I would check is whether “Export data” is disabled at the report/visual level, rather than simply whether the external user has Build permission.
For Export → Excel (.xlsx) / Data with current layout, the user generally needs:
- Permission to export data from the report/visual.
- Appropriate permission on the underlying semantic model.
- The tenant/admin setting “Export data” must be enabled.
- The report/visual must not have export disabled by the author.
For an external/B2B user, their permissions to the underlying semantic model need to be considered separately from their App access.
Build permission alone doesn't guarantee that the Current Layout option will appear.
Since your model is in a separate workspace, I would specifically verify the external user's permission on the semantic model in that workspace, not just their permission to the App.
- v-abhinavmu
Hi EmilPM,
I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions.
Thank you.
