Transitioning the report ownership

[Imagauthamam]

Hi All,

We have a report which we will transition to other team. First option which they suggested was to add them in our workspace and give them the necessary access to edit the report on the power bi service. I’m afraid then they will have access to all the other reports in the same workspace which they shouldn’t have access. What is the better option here? Should i ask them to create a workspace for their team or is there any way we can manage them on my workspace giving edit access to the necessary report and hide/stop the access for other reports

[v-kpoloju-msft]

Hi @Imagauthamam,
Thank you for reaching out to the Microsoft fabric community forum. Thank you @danextian, and @Akash_Varuna, for your insights on this issue.

After reviewing the details you provided, I have identified few workarounds that may help resolve the issue. Please follow these steps:

The optimal method for transitioning report ownership while maintaining proper access control is to establish a separate Power BI workspace for the new team. This ensures they do not have access to other reports in your existing workspace. To implement this, create a new workspace and move or republish the report to that workspace.

Subsequently, add the necessary team members and assign them suitable roles (such as Admin, Member, or Contributor) to independently manage the report. This approach guarantees that the new team has complete control over their reports while safeguarding your other reports.

If creating a new workspace is not possible, you can manage access within the existing workspace by limiting permissions. Instead of adding the new team to the entire workspace, you can share only the specific report with them using Power BI’s sharing options. Another approach is to use Power BI Apps, which allow you to package and share only selected reports while keeping other workspace content hidden.

Additionally, workspace roles and permissions can be adjusted to grant the new team editing rights only for the required report without exposing other reports. This ensures they can work on the report without compromising data security.

Kindly refer to the below link for more information:
Change the owner of a report - Power BI | Microsoft Learn
Give users access to workspaces - Power BI | Microsoft Learn
Roles in workspaces in Power BI - Power BI | Microsoft Learn

I hope this could resolve your issue, if you need any further assistance, feel free to reach out. If this post helps, then please give us ‘Kudos’ and consider Accept it as a solution to help the other members find it more quickly.

Thank you for using Microsoft Community Forum.

[Imagauthamam]

Thanks @v-kpoloju-msft. I believe there is no solution for this. I have marked the answer which is closest to that

[Imagauthamam]

HI @v-kpoloju-msft ,

Thanks for answering the question.
I went through the documentation.
You have mentioned the following. But no matter what roles we give to them in the workspace, they will be able to atleast view all the report. So I dont think workspace roles has any role to play in my situation.
Correct me if I'm wrong.
Additionally, workspace roles and permissions can be adjusted to grant the new team editing rights only for the required report without exposing other reports. This ensures they can work on the report without compromising data security.

[v-kpoloju-msft]

Hi @Imagauthamam,
Apologies for the late reply. After reviewing the details you provided, I have identified few workarounds that may help resolve the issue. Please follow these steps:

You're right. In Power BI, workspace roles do not control visibility within the workspace—anyone with a role (except Viewer) will be able to see all reports in that workspace.

If the goal is to let the new team edit only a specific report while preventing access to other reports, you have a couple of options:

Use a Separate Workspace : If visibility restrictions are critical, consider creating a dedicated workspace for the new team and only placing the relevant reports there.

Use Power BI Apps : If you're distributing reports via a Power BI App, you can control which reports each user can see within the app, regardless of workspace access.

If this post helps, then please give us ‘Kudos’ and consider Accept it as a solution to help the other members find it more quickly.

Thank you for using Microsoft Community Forum.

[v-kpoloju-msft]

Hi @Imagauthamam,

May I ask if you have resolved this issue? If so, please mark the helpful reply and accept it as the solution. This will be helpful for other community members who have similar problems to solve it faster.

Thank you.

[v-kpoloju-msft]

Hi @Imagauthamam,

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. If my response has addressed your query, please accept it as a solution and give a 'Kudos' so other members can easily find it.

Thank you.

[danextian · Accepted solution]

The best option depends on how much control is needed over access - a separate workspace is needed for for better access control. For limited control,  use the same workspace, share the report directly and grant them "Build" permissions on the semantic model. The semantic model doesn't need to reside in the same workspace as the report so the latter can be published eslese. Of course, with this approach, only build permission is allowed - they can't directly edit the model.

[Akash_Varuna]

Hi @Imagauthamam 

1. Seperate Workspace: Have the other team create their own workspace and move the report there.

2. Alternative: Share the report with edit access, but this limits dataset control.

3. Manage Access: Create a separate workspace for restricted reports if needed.
   Overall creating a sepearte workspace would be better in your scenario as the reports should be restricted and even if you share it there are some limitations so Craeting a workspace would be good