Forum Discussion
Share Dashboard and export data
Is there a way to publish a Dashboard in a website that allows someone that visits the page to export the data? I have seen that if I grant them access to the dashboard and embed it, they can export the data as long as they log in, but I am currently using the free trial. Do I need to pay for the Pro or Premium membership to continue this? And is there a limit to how many people I can share this to?
Hi benjabermudez,
Sorry for the delayed response. To clarify, there are 2 ways to embed reports on websites - Publish to Web and Secure Embedding -
- Free or Pro License: You can use the "Publish to Web" feature with a Free or Pro license.
- No Login Required: This method makes your report publicly accessible, and anyone with the link can view it without logging in.
- No Export Data: Users cannot export data from the report.
- Security Risk: Not recommended for sensitive or confidential data as it is accessible to anyone.
Secure Embedding (Pro or Premium):
- Pro License: You and every user who views the embedded report need a Power BI Pro license.
- Premium License: You need a Power BI Premium capacity license, but viewers do not need individual Pro licenses. This allows you to share with a larger audience.
- Login Required: Users need to log in with their Power BI credentials to view the report.
- Export Data: Users can export data if they have the necessary permissions.
There is no limit to the number of people you can share the report with, but the users would need at least a PRO license to view reports and export data.
So I am not sure about your Power BI Tenant setup and capacity. Still, seeing your requirements, it looks like Power BI Premium Capacity would suit you if you have a large number of users to share the report with and you don't want to buy individual licenses for each user. If there are a small number of users, buying PRO licenses for each of them may be more cost-effective.
Let me know if you have any questions or anything I can help with!
3 Replies
Hi benjabermudez,
- You need a Power BI Pro or Premium Per User (PPU) license, whether you share content inside or outside your organization.
- Your recipients also need Power BI Pro or Premium Per User (PPU) licenses to view reports, unless the content is in a Premium capacity.
I am afraid that you don't have many options left to share reports within an organization without users having PRO license, unless you publish your reports in a premium capacity.
As per the official documentation and various blogs, the various ways to share your reports are -
- Shared Workspaces
- Power BI Apps
- Export as PDF or PPT
- Embed in SharePoint
- Embed in Web
- Share/ collaborate via Teams etc.
Out of these, Embedding to a website does not require the users/ viewers to have a license to view the reports (apart from exporting). You can publish to the web (publicly accessible with no login required), but the ability to export data and use row-level security is not supported.
If you are part of a big organization or a large Power BI Tenant, and if sharing reports with free users is a big concern, then investing in Power BI Premium Capacity is something to give a thought about, as it does help in saving licensing costs in scenarios having large number of viewers and small number of report authors.
Thank you. So to be clear, if I want to embed it in a website I need a Premium licence? And I saw that users can export the data from the website even though they dont have paid for any membership, as long as I give them access. Do you know if there is a limit to how many people I can give access to? Im trying to see if I can share this dashboard with only one membership, as I am the only one that will be editing it
Hi benjabermudez,
Sorry for the delayed response. To clarify, there are 2 ways to embed reports on websites - Publish to Web and Secure Embedding -
- Free or Pro License: You can use the "Publish to Web" feature with a Free or Pro license.
- No Login Required: This method makes your report publicly accessible, and anyone with the link can view it without logging in.
- No Export Data: Users cannot export data from the report.
- Security Risk: Not recommended for sensitive or confidential data as it is accessible to anyone.
Secure Embedding (Pro or Premium):
- Pro License: You and every user who views the embedded report need a Power BI Pro license.
- Premium License: You need a Power BI Premium capacity license, but viewers do not need individual Pro licenses. This allows you to share with a larger audience.
- Login Required: Users need to log in with their Power BI credentials to view the report.
- Export Data: Users can export data if they have the necessary permissions.
There is no limit to the number of people you can share the report with, but the users would need at least a PRO license to view reports and export data.
So I am not sure about your Power BI Tenant setup and capacity. Still, seeing your requirements, it looks like Power BI Premium Capacity would suit you if you have a large number of users to share the report with and you don't want to buy individual licenses for each user. If there are a small number of users, buying PRO licenses for each of them may be more cost-effective.
Let me know if you have any questions or anything I can help with!
