topic How to extract a list of reports and users with access across all workspaces? in Developer

How to extract a list of reports and users with access across all workspaces?

syl-ade — Tue, 12 Aug 2025 11:25:17 GMT

Hi All,

I'm looking for a way to programmatically extract a list of Power BI reports along with the users who have access to each report across all workspaces in our tenant.

I have full access to all workspaces, but I’m not a Power BI Service Administrator, so I can’t use the admin-only endpoints like admin/reports/{reportId}/users.

So far, I’ve managed to:

List all reports using Get-PowerBIReport within each workspace.
List users with access to each workspace using groups/{groupId}/users via REST API.

However, this only gives me workspace-level access, not report-level sharing details (e.g., if a report was shared directly with a user outside the workspace).

Is there any method, API, or workaround that allows me to get:

A list of reports,
And for each report, a list of users it has been shared with (including direct sharing)?

Any help or guidance would be greatly appreciated!

Re: How to extract a list of reports and users with access across all workspaces?

v-dineshya — Wed, 13 Aug 2025 09:43:17 GMT

Hi @syl-ade ,

Thank you for reaching out to the Microsoft Community Forum.

Power BI REST API's do not currently support retrieving report-level sharing details unless you are a Power BI Service Administrator. The endpoint admin/reports/{reportId}/users is restricted to admins only. If you can List reports using Get-PowerBIReport and List workspace users using groups/{groupId}/users. These only provide workspace-level access not report-level sharing.

Solution: Manual Sharing Audit via UI, You can manually check sharing details by Opening the report in Power BI Service.

Please refer below Microsoft documents and community threads.

https://learn.microsoft.com/en-us/rest/api/power-bi/reports/get-reports

https://learn.microsoft.com/en-us/rest/api/power-bi/admin/widely-shared-artifacts-links-shared-to-whole-organization

https://community.fabric.microsoft.com/t5/Service/Auditing-report-dashboard-access-without-Tenant-Power-BI-Admin/m-p/4385027

https://community.fabric.microsoft.com/t5/Service/Power-BI-workspace-get-users-permissions-list/m-p/1172731

https://community.fabric.microsoft.com/t5/Service/Get-a-list-of-all-reports-and-dashboards-in-my-organization/m-p/879875

https://community.fabric.microsoft.com/t5/DAX-Commands-and-Tips/How-to-get-a-catalog-of-reports-from-a-workspace-along-with/m-p/3710858

https://community.fabric.microsoft.com/t5/Desktop/Custom-Usage-Metrics-Report-for-all-reports-and-all-workspaces/m-p/4394978

https://community.fabric.microsoft.com/t5/Desktop/Power-Bi-report-listing-ALL-workspace/td-p/2911858

I hope this information helps. Please do let us know if you have any further queries.

Regards,

Dinesh

Re: How to extract a list of reports and users with access across all workspaces?

v-dineshya — Mon, 18 Aug 2025 05:51:37 GMT

Hi @syl-ade ,

We haven’t heard from you on the last response and was just checking back to see if you have a resolution yet. And, if you have any further query do let us know.

Regards,

Dinesh

Re: How to extract a list of reports and users with access across all workspaces?

v-dineshya — Fri, 22 Aug 2025 07:19:31 GMT

Hi @syl-ade ,

We haven’t heard from you on the last response and was just checking back to see if you have a resolution yet. And, if you have any further query do let us know.

Regards,

Dinesh

Re: How to extract a list of reports and users with access across all workspaces?

v-dineshya — Mon, 25 Aug 2025 13:04:24 GMT

Hi @syl-ade ,

We haven’t heard from you on the last response and was just checking back to see if you have a resolution yet. And, if you have any further query do let us know.

Regards,

Dinesh