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Microsoft teams app/workspaces - Best form of sharing

Hi all,


Ik work for a large organization that is using PBI reports throughout. My team and i have been vreating apps/workspaces in MS teams to share the PBI reports with the organization. We have one main workingspace where we have all our datasets + reports, from there we copy paste just the reports to other apps so that users cannot acces the underlying dataset. This in it self is working fine ocasionally we run into some issues with access to the reports but this is not our main problem.  Our main problem is that for a simple update of the data we have to rename reports and update apps till the point where this really isnt efficient for us. Our question to the community is what would be the best way to share PBI reports (that refresh daily) in a large organization where different groups of employees have access to different reports? How do other large corporations do this without spending alot of manual labour on it. 


A second question i have is what would you recommend is the best way to manage users of reports? Because the organization is so large, people are constantly leaving/joining so the list of names with access is also constantly changing and one new name is momentarily entered by hand in multiple workspaces. In our opinion this is alot of unneccesary work that we believe can be done in a better way.


If you guys have any idea or suggestion we would greatly aprreciate your input as this is really a daily struggle for our teams to deal with.


small example: in our general workingspace we have all published reports with their dataset. In this workspace each dataset has a list of name under it with access. The report is copy pasted into lets say the Finance app so the same list of names that have acces to the data sets from the finance reports is the same list of people with access to the finance app. So basically any change we make has to be made in the general workingspace and then again in the (for example) finance app. Please help us find a better way of sharing and updating our reports with the organization where we still have control over who has acces and who doesnt.


Im looking forward to your replies,

Tijmen Vlug

Community Support
Community Support

Hi @TijmenVlug ,


You could share your reports through a group like distribution groups created in Microsoft 365 admin center or Azure Active Directory.

For now, it is not supported for normal users to create groups directly in Power BI. It needs administrator to create groups in admin center or AAD. You could reference the documents to learn more about groups.

Compare groups 

Create a group in the Microsoft 365 admin center 



Best Regards,

Stephen Tao


If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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