App Share limit?

[daniele_tiles]

Hi to all,

we need some help understanding if there is any kind of limit in sharing with an App. I've checked this post, but it isn't clear to me.
https://community.powerbi.com/t5/Service/Power-BI-App-Share-Limit-is-500-people/m-p/246737

We've developed a Power BI report which is shared outside of our organization (not Public) to other Public Administrations. Lately, our administrators of the Workspace (which has got Premium Capacity) told us that they cannot insert any new user, and we checked also with our Office 365 Administrators: usually when we invite an external user with the App, it's created on the tenant, and the user receives an OTP to authenticate.

I'm worried that there is a limit in how many users you can set in the App (and the interface doesn't help you understand how many users have been enabled). 

I was thinking it might help to define an Office365 group, where to insert all of these users, and then enable the group to the App...but I'd like to be sure before asking this, which also requires to change the governance (usually we told the administrators of a workspace that they were able to manage the app...but this doesn't seems the case...).

Best regards

Daniele Tiles

[GilbertQ]

Hi @daniele_tiles 

When working with a lot of users I would ALWAYS suggest creating an AAD Security Group or if need be an Office 365 Group and add all the users into this group.

This makes the management of the App Workspace easy, because there is a single group in the app permissions. And when there are new users they can be added to the same group. As soon as the user has been added to the group they will have the access.

[daniele_tiles]

Hi,

I totally agree that a user group is the best approach. Unfortunately, we let the user (workspace area admin) to manage by themselves the apps (which is ok, because there are plenty of different apps/dashboard/users).

Still, I'd like to know/understand the limit of the apps, before switching to a group, where our workspace area admin won't be free to manage by themselves.

[v-easonf-msft · Accepted solution]

Hi, @daniele_tiles 

For more considerations and limitations of PowerBI App, please refer to this document.

Considerations and Limitations 

Best Regards,
Community Support Team _ Eason