Shared users unable to access PBI app reports

[S-2022]

I have a published PBI app with 4 paginated reports listed in it.  I've applied row level security to the semantic model so users only see content relevant to their group.

I shared the app with users through EDIT AUDIENCE in app settings.  All users are in our tenancy, some having been added as external users.  I don't want share the workspace with them.

The link to the app is provided on a published Smartsheet dashboard that user are able to access (confirmed).  When clicked, the paginated report link first says they need to request access.  When this is granted (again) in the app audience screen, the next error states
Could not connect to the data source.
There was an error communicating with Analysis Services. Please verify that the data source is available and your credentials are correct.
This setup has worked in the past.  I cannot identify what changed or how to resolve this current situation.

[Nasif_Azam · Accepted solution]

Hey @S-2022 ,

The issue you're facing with paginated reports in your published Power BI app could be caused by several underlying problems. Here's a breakdown of the root causes, troubleshooting steps, and recommended solutions based on Microsoft best practices and common issues reported by other users:

Likely Causes and Fixes

1. Access to the Paginated Report's Data Source

Even though you've granted access to the app, row-level security (RLS) and semantic model access require explicit permissions:

• Issue: Paginated reports connect directly to the dataset (semantic model). If the user doesn’t have Build permission on the dataset, they’ll get the “could not connect to data source” error.

• Fix:

  • Go to the dataset in the workspace.

  • Click on Manage Permissions > Add and give the affected users the Build permission.

  • Alternatively, use a security group to manage permissions centrally.

You do not have to share the whole workspace. You only need to share the dataset with proper permissions.

2. Paginated Reports Rely on Effective Identity

Paginated reports require the viewer's identity to be passed to the dataset:

• External Users: If you’ve shared with B2B guest users, paginated reports often fail because Effective Identity can't be passed properly.

• Fix:

  • Consider using Azure AD B2B direct connect if available in your org.

  • Or, convert guests to Member users in your AAD.

  • Alternatively, create embedded reports instead of using the app model for external users.

3. Credential Expiry or Dataset Credentials Changed

If someone changed the credentials in the dataset settings or if the dataset uses a gateway:

• Fix:

  • Go to Dataset settings > Check Data source credentials.

  • Re-enter or update credentials if expired or incorrect.

  • Verify that users have permission to use the gateway (if relevant).

4. Broken or Unpublished Version of App

Sometimes, the published version of the app is outdated or has a broken report link:

• Fix:

  • Ensure the app is republished after making changes.

  • Test with a clean browser session or incognito mode to rule out caching issues.

  • Double-check the report links inside the app (not just on Smartsheet).

5. Security Group Sync Delay or Permission Mismatch

If you've added users to a security group recently:

• Fix:

  • Wait a few hours for Azure AD sync.

  • Cross-verify that the group has Build access to the dataset and access to the app audience.

  • Use Power BI’s Access diagnostic tool (in Tenant settings > Audit logs) to trace user access issues.

Troubleshoot

1. Test access with a dummy user or incognito session to reproduce the issue.

2. Confirm 'Build' permission on the dataset for users/groups.

3. Ensure RLS roles are correctly assigned in the semantic model.

4. Check the type of external users (Guest vs Member).

5. Use the Power BI Service's 'Test as Role' feature to simulate access.

6. Look for dataset refresh failures or gateway errors in Service > Dataset Settings.

If you found this solution helpful, please consider accepting it and giving it a kudos (Like) it’s greatly appreciated and helps others find the solution more easily.

Best Regards,
Nasif Azam

[v-veshwara-msft]

Hi @S-2022 ,

Just checking in again to see if you had a chance to review other steps provided and if the issue is resolved. If yes and they are helpful, please consider marking the helpful reply as Accepted Solution to assist others with similar issues.

Otherwise, please reach out for further assistance.
Thank you.

[v-veshwara-msft]

Hi @S-2022 ,

Following up to see if your query has been resolved. If any of the responses helped, please consider marking the relevant reply as the 'Accepted Solution' to assist others with similar questions.

If you're still facing issues, feel free to reach out.

Thank you.

[S-2022]

Thanks for asking.  No, it's in the hands of our IT team.

[v-veshwara-msft]

Thanks for the update. Understood that your IT team is looking into it. Please consider sharing the details here once the IT team has had a chance to look into it.

[S-2022]

Apologies - I thought I was clear.  When the user clicks the link to the paginated report, they receive the 2 error messages.  First tells them to request access (which I had granted previously).  Once I grant access in response to the request prompt, they tried again to click the link and then received the error message about being unable to access the server.

[mshenhav]

Hey @S-2022 ,

To help us investigate, can you please confirm that the scenario and errors you described happen when your users are using the Power BI Mobile app?

Can they try the same using a browser? Does the issue persist?

If the issue only happen in the mobile app, we need the type of the mobile device and the app version + report server version.

Thanks, Maya

[S-2022]

Hi Maya - users were on Surface Pros in the office environment at the time of testing. 

[v-veshwara-msft]

Hi @S-2022 ,
Thanks for reaching out to Microsoft Fabric Community.

The error "There was an error communicating with Analysis Services. Please verify that the data source is available and your credentials are correct" is a known issue seen in various scenarios. Please try the following steps to resolve it.

1. Please try republishing the paginated report in the same workspace - this has helped in several similar cases where the report failed after updates.

Solved: Re: [Report Builder] Could not connect to data sou... - Microsoft Fabric Community

2. If the issue continues, check the query parameters used in the report; incorrectly named or mismatched parameters can cause failures even if the report works fine in Report Builder.

Re: Power BI Report Builder reporting giving error... - Microsoft Fabric Community

3. Also, if the report uses a DirectQuery dataset and is expected to run longer than 10 minutes, it might be hitting the timeout limit-in such cases, using the XMLA endpoint is recommended.

Solved: Re: Paginated Report: Could not connect to data so... - Microsoft Fabric Community

You may also refer to the official documentation for further guidance:

Set time-out values for Power BI paginated report dataset processing - Power BI | Microsoft Learn
Paginated reports in Power BI: FAQ - Power BI | Microsoft Learn

Hope this helps. Please reach out for further assistance.
If this post helps, then please consider to give a kudos and Accept as the solution to help the other members find it more quickly.

Thank you.

[S-2022]

Thanks for this advice.  I worked through all the pag reports and republished and then republished the app but my test user is still unable to access.  I'll have a look at the other examples you've provided.

[v-veshwara-msft]

Hi @S-2022 ,
Just checking in to see if you had a chance to review other steps provided. If yes and they are helpful, please consider marking the helpful reply as Accepted Solution to assist others with similar issues.

Otherwise, please reach out for further assistance.
Thank you.

[oreduar]

hello @S-2022 ,

thanks for your report, 

can you share some more information -

Is this a Mobile App issue?
what is the behavior when a user opens a browser from the mobile device and tries to click on the paginated report link ?

Ori