Control Report Visibility Within a Single Power BI Workspace Based on User Groups

Hi @manoj_0911,

I would not give these users direct access to the workspace if the goal is to hide specific reports from them.

Workspace access is mainly for collaboration and development. For consumer-facing access, the better pattern is to publish the content through a Power BI App and use App audiences.

Recommended approach:

1. Keep all 12 reports in the same workspace.
2. Create one Power BI App from that workspace.
3. Create separate audiences, for example:

• Common Users → 8 common reports
• SalesDesk → 2 SalesDesk reports
• HelpDesk → 2 HelpDesk reports

1. Assign Entra ID security groups to each audience.
2. Do not add normal report consumers directly to the workspace.

Power BI Apps support multiple audiences, and each audience can see different content from the same app.

Microsoft documentation:
Publish an app in Power BI

Workspace roles are better for admins, developers, and content creators, not for controlling report visibility for end users.

Workspace roles documentation:
Roles in workspaces in Power BI

So for your case, I would use:

One workspace
One Power BI App
Multiple audiences
Security groups for access

Use multiple workspaces only if you need separate ownership, lifecycle, deployment pipelines, or stronger separation between teams.

Also, RLS is not the right tool for this requirement. RLS controls which rows of data users can see, not which reports are visible.

Licensing note:

Also keep licensing in mind. App audiences control which reports users can see inside the app, but they do not remove the normal Power BI licensing requirements.

• If the workspace is not on Premium capacity / Fabric capacity F64 or higher, app consumers usually need Power BI Pro or PPU licenses to view the app.
• If the workspace is on Premium capacity / Fabric F64 or higher, users with free licenses can view app content if they have been granted access.
• Report creators/admins still need appropriate paid licenses to publish and manage the app.

Microsoft documentation on Power BI app licensing:
Publish an app in Power BI

Best regards

Solutions Architect · Microsoft Fabric Specialist · Parchitect

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