Invite and Shared Power BI dashboard with External Users

[SAADKHAN]

Hi Power BI Community Team,

I have few questions to ask 

1) I need to invite bulk External Users (Around 700 users approx.) outside organization to our Local Azure Tenant and will be part of Dedicated AD groups . Those Azure AD group will be part of Power BI Workspace to manage their user authentication. 

Please advise the best approach to handle this scenario ?

Is there is any possibility to share Power BI dashboard free of cost without buying Premium P1 licence. ? 

Is there is best possible solution to share reports ? 

2) We are looking to buy Power BI Premium Per capacity licence to assign for those users . ?  The plan is to publish the Power BI dashboard embedded into Power Page to share URL with external Users ? Please advise if that is the right approach 

Buying Power BI Premium P1 licence can cover all 700 users or do we need something different ? 

3) The requirements for the Power BI dashboard is to refresh every 15 minutes for all Users . The problem with Power BI Premium P1 licence is has only limited refresh  (8 Users per refresh) .Is that mean each user can refresh 8 times a day ? Or my understand is different . Please advise. The Power BI dashboard has to refresh every 15 minutes for each user. Please help.

Looking forward to hearing.

[ShiftAnalytics]

You could also consider using a plug 'n' play white label solution like the Reporting Hub:  https://thereportinghub.com.  Deploys in minutes and no code required.  You can share all your Power BI content with external users by allowing you to take advantage of Power BI Embedded without the complexity.  It will also programatically manage your capacity so you only pay for what you use. 

See Also:

https://microsoft.github.io/PartnerResources/skilling/microsoft-partner-showcase/reportinghub

Azure Marketplace - Reporting Hub

[v-yiruan-msft · Accepted solution]

Hi @SAADKHAN ,

Please find the answer below for your questions:
1) You can invite bulk external users to your Azure Tenant and adding them to AD groups for Power BI Workspace by using Azure Active Directory (Azure AD) B2B collaboration. You can invite multiple guest users to your organization at the same time using the Azure portal. After the guest user accepts the invite, they become an Azure AD B2B guest user in your organization. And both the provider and consumer should have the suitable license to share / consume the contents, please find the details in the screenshot below.

Distribute content to external guest users with Azure AD B2B - Power BI | Microsoft Learn

2) If you want to publish the Power BI dashboard embedded into Power Page to share URL with external Users, you can buy Power BI Premium Per capacity license. This license allows you to embed Power BI content into your applications and share it with external users without requiring them to have a Power BI license. You can assign the license to the Dedicated AD groups and grant them access to the Power BI Workspace. 

The number of licenses you need depends on the number of users who will be accessing the Power BI content. Power BI Premium P1 license can cover up to 500 users. If you have more than 500 users, you may need to buy additional licenses or upgrade to Power BI Premium P2 or P3.

3) Power BI Premium P1 license allows up to 8 refreshes per day for each dataset. This means that each user can refresh the dataset up to 8 times a day. If you need the Power BI dashboard to refresh every 15 minutes for each user, you may need to buy additional capacity or upgrade to Power BI Premium P2 or P3.

Purchasing

Best Regards

[SAADKHAN]

Thanks for your quick feedback on the Invite External Users as Guest Users and Added to the Azure Tanent. 

Option 1-

The last bit i would like to understand the best approach to Publish Powe BI dashboard to the External Users .

We have planned earlier to published on the Power Page app but that has extra cost to it.  --> Which is unlinkly to proceed further due to extra cost per user for Power App as welll. 

Option2- 

We have find another options to Embed Powe BI dashboard to the Shared Point than give access to the External users byu adding their Azure AD groups to the share point . I have checked this option it works for external users.

Advise and Suggestons and Solutions 

1. What is the best possible solution other than above 2 options.  The main point is to Publish Realtime data feed to the Power BI dashboard every 20 minutes 

2. At the momemt we will have cuncurrent users to access Dashboard at the same time approx 100 users . What would be the best apporocch to handle the Performance and optimization without affecting any downtime for external users. 

Power BI Dashboard Update and Data Model to update. 

3. What is the best way to update Power BI data model with itneval every 15 minutes to push data to the Powe BI data model to update Power BI Dashboard ? Please suggest

The power bi data model will feed data from Azure Synapse on regular intervals. Azure Db will get update every 15 minutes with new data. 

Please confirm.