Power BI APP Question

[ericjo]

My goal is to find a way to view reports from multiple workspaces in a single app.

1. I've confirmed that copying multiple reports into a single workspace is the way to do this.

How should I manage permissions in this case?

ex) A person with permission to work area A in APP tries to view work area B.

2. I added a link to a report from another workspace in the app.
The report displays fine when I view it in "New Tab" or "Current Tab" in Settings, but an error occurs when I view it in "Content Area."
I'd like to know the cause of this.

[v-tsaipranay · Accepted solution]

Hi @ericjo ,

Currently, Power BI does not support linking reports across workspaces each report copy is a separate object. This is confirmed in Microsoft’s documentation on Power BI workspaces, which states that datasets can be reused across workspaces, but not reports.

For shared dataset scenarios, you can refer to this official guide: Use datasets across workspaces (Power BI)

As for future enhancements while we don’t have visibility into Microsoft’s roadmap, features like linked reports or report versioning across workspaces have been requested in the Power BI Ideas forum. You can follow or upvote similar ideas here: Fabric Ideas - Microsoft Fabric Community

I recommend keeping an eye on the Power BI blog and roadmap pages for announcements regarding workspace/report management improvements.

Hope this helps. Please feel free to reach out for further assistance.

Thank you.

[v-tsaipranay]

Hi @ericjo ,

Thank you for your follow-up question. You’re correct, when a report is copied to another workspace, it becomes a separate object and is no longer connected to the original. Updates to the original report will not automatically appear in the copied version.

If you want a single source, consider using a linked dataset: publish the dataset to a certified or shared workspace and build reports from it. Keep in mind that reports themselves can’t be “linked” across workspaces; only datasets can be reused.

For centralized report management, it’s best to keep the report in one workspace and reference it via a “New Tab” or “Current Tab” link in other apps, although embedding it in the Content Area is not possible.

Thank you.

[ericjo]

Thank you for your reply. Could you provide a link to the relevant MS documentation? Is there any chance that these requirements will be implemented as features in the future?

[v-tsaipranay]

Hi @ericjo ,

Thank you for clarifying. From your explanation, this behavior is expected and not related to your role or permissions. When you link a report from another workspace to the app, it loads properly in “New Tab” or “Current Tab” modes, as these open the report directly.

However, the “Content Area” option tries to embed the report using an iframe, and Power BI restricts cross-workspace embedding for security reasons. This means the embed will fail if the report isn’t in the same workspace as the app, even for admins.

To address this, you can either copy the report and its dataset into the app’s workspace so it loads in the content area or keep using the “New Tab” or “Current Tab” options for reports from other workspaces.

Hope this helps. Please reach out for further assistance.

Thank you.

[ericjo]

Thanks for explaining why this happens. I have another question.

When copying a report to a new workspace, I understand that if the original report is modified, the copied report is not updated. Is there a way to automatically update the copied report when the original report is modified?

[v-tsaipranay]

Hi @ericjo 
Thank you for reaching out to the Microsoft fabric community forum.

As correctly explained by @jaineshp , granting Viewer access to the workspace alone is not sufficient to view reports in the app if users don’t also have Build permission on the dataset. This permission is necessary for the report to query and display data. If the dataset wasn't copied into the same workspace as the report, users will also need access to the original dataset's location.

Thanks again to @jaineshp  for identifying the issue and providing the correct guidance.

Please reach out for further assistance.

Thank you.

[ericjo]

Thank you for your reply. To elaborate a bit more on the issue, the report I'm using as a link is set to admin in a workspace I created for testing.

The error occurs only in the content area among the three ways the link opens: current tab, new tab, and content area. The report displays normally in the current tab and new tab.

[jaineshp]

Hi @ericjo ,

You're right, "Viewer" on the workspace isn't always enough.

Here's the likely issue:

Even if they can see the report in the app, users also need permission on the dataset itself. "Viewer" on the workspace doesn't automatically grant "Build" permission on the underlying data.

To fix:

1. Check Dataset Permissions: Make sure your users have "Build" permission on the dataset linked to the report, regardless of which workspace it lives in (the copied one, or an external one).

2. Dataset Location: If you copied the report, did you also copy the dataset to the consolidated workspace? If not, users still need access to the original dataset's location.

It's almost always about access to the data, not just the report container.

Best Regards,
Jainesh Poojara | Power BI Developer

[jaineshp]

Hi @ericjo ,

1. Reports from Multiple Workspaces in One App:

• Copying Reports: Yeah, that's the main way. Copy all reports into one workspace.

• Permissions: Simple: Anyone who sees your app needs at least Viewer access to that single consolidated workspace. Forget old workspace permissions; they're irrelevant for app viewing once you've copied.

• Real Talk: If different people need to see genuinely different reports, one big app might be tricky. You might need separate apps, or use Row-Level Security if it's just about data access.

2. Error Viewing External Link in "Content Area":

• Error: "Connection refused" – it means Power BI's blocking the embed.

• Why it Fails: Security. Power BI (and most secure sites) block themselves from being crammed into an "iframe" (which "Content Area" uses) from elsewhere. It's a common browser security feature.

• Fix:

  • Best Way: Don't link externally. Just copy the report into the app's workspace (see point 1).

  • Otherwise: If you must link, then force it to open in a "New Tab" or "Current Tab." The "Content Area" for external PBI reports almost always fails due to security.

Basically, consolidate your reports, and don't try to embed external PBI reports in the "Content Area" – it's a security dead end.

Hope this helps!

Best Regards,
Jainesh Poojara | Power BI Developer

[ericjo]

If I grant Viewer permission to a workspace containing a copy of a report, as in Permission 1, the report won't open in the app.

I need to grant permission to SET data for the report in the existing workspace to view it. Did I test it incorrectly?