Accepting request for report access

[AlB]

Hi all,

I am Admin in a workspace and I am getting requests for access to reports from general users.

I would like somebody else to take care of approving or rejecting these requests. What privileges do they need for this? 

Do they necessarily have to be Admin?

Thanks

[aj1973]

Hi @AlB 

Technically End users should not access a Workspace to consume reports. They should be accessing reports in App via AD security groups. 

No they can't be Admins of the workspace, Workspace is meant for collaboration and members to Test, Dev and collaborate with the Admin before going to Production.

If you really have to add them to the Workspace then Viewer Role is good enough. You have to know, only the viewer role doesn't have access to the semantic model but can see reports in the workspace.

[AlB]

Thanks @aj1973 

Sure, viewer role is enough. I wasn't asking about making general users admins but about the person that can approve their access requests.

Right now I am getting all of those request but I do not have the time or the knowledge of the team to determine who can access. I would like somebody else on the team to go over these requests and approve/reject them. What privileges does that person need?

[aj1973]

Member role is enough. He can add users to the workspace. Careful Only admin can remove users so you don't want to give that role to anyone

[AlB]

They can add member but will they receive the access requests? That is what I'm most interested in

Thanks

[aj1973]

A new user can't see Workspaces if he isn't already in them therefore he can't request access to a workspace he can't see. 

The access request is sent to the owner of the dataset when a report is shared by an Admin, member or contributor of the WS.

In this case you can add the member to the list of contacts of The dataset

[AlB]

Most likely these people are getting the link to the report from other people in the team, then try to access it and and bumped back, send an an access request.

If I understand correctly the request is always sent to the owner of the dataset? If I am the owner of the dataset, is there a way to delegate that, so another person also gets these requests and can approve them (the person in particular could be granted Admin privileges if necessary, that is not an issue)

Thanks 

[aj1973 · Accepted solution]

One more thing, in Workspace settings there is a contact list

I personnaly never tested its fonctionnality. Please test it and let me know.

[aj1973]

Correct, if a user clicks on the link shared by another team member the access request will be sent to the Owner of the dataset or by default to the Workspace Admin where the dataset is located. A member with edit permission can Take over the ownership of the dataset and like you said if the person could be granted Admin privileges then why not !

All this scenario could be solved by creating a Power BI service account with an outlook service. A service account can replace the Owner of the dataset and the Admin of the workspace in case of absence.

Also it is recommended to seperate datasets from its reports in different WS and create Apps where end users can consume reports and dashboards. In Apps there is a Support site where you can add a Sharepoint link for users who want to access a report.