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gauravnarchal
Post Prodigy
Post Prodigy

Share Power BI dashboards and reports with coworkers and others

I am a Power BI Pro Licence user. Can I share my report/dashboard with my colleague who is not a Pro-License user?

 

Also, how can I share the report/dashboard with the person out the organization and does not have Power BI login?

 

Thanks

4 REPLIES 4
TomMartens
Super User
Super User

Hey @gauravnarchal ,

 

the most simple way to share your report with coworkers and people outside of your domain is sending the pbix file to all the people.

 

Of course, there is a good reason, you should avoid this.

 

A simple solution sharing reports that are already published to a Power BI workspace is using the function "Publish to web".

This creates a public link to the report, this means whoever has the link can watch the data, there are some other limitations to this feature, regarding connection mode (only imported data can be used), not all custom visuals are supported etc.

Be aware that you only should use "Publish to web", if the data presented in your report do not deserve any kind of privacy.

 

All other features of sharing content with your co-workers and people outside of your domain require license consideration.
The recommended way of sharing content is using a Power BI App, using an app makes sure that the content (reports and dashboards) can not be altered by the users.

When the app is not backed by a Premium workspace each user needs a Pro license.

 

Regarding the licensing, there is no difference between your co-workers and people outside your domain.

It's necessary to add people outside of your domain to your Azure Active Directory in addition to that it's necessary to enable content sharing with people outside of your domain, the basics of this are described in this article: https://docs.microsoft.com/en-us/power-bi/admin/service-admin-azure-ad-b2b#:~:text=%20Distribute%20P...

 

Regards,

Tom



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@TomMartens  - Can Power Automate handle this?. If yes, how?

@gauravnarchal  - handle what?



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Proud to be a Super User!
I accept Kudos 😉
Hamburg, Germany
Fowmy
Super User
Super User

@gauravnarchal 

1. They need a pro license for you to share or they need to be under Premium 

2. Even outsiders need License (Pro) to access your report

Please refer these articles :

https://community.powerbi.com/t5/Service/Sharing-with-users-who-don-t-have-Pro/td-p/167522
https://docs.microsoft.com/en-us/power-bi/collaborate-share/service-share-dashboards

If you are satisfied with my answer, please mark it as a solution so others can easily find it.

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