Audit Power BI App user list

[dmkblesser]

Hi there, 

Is there a way to pull the list of the users for each Power BI App in the organization? 

I have read some posts and can only find API to pull the list of reports from each Power BI App and then based on the reports, to run another API to pull the user lists of those reports. 

Would like to know if there is a direct way to pull the App user list. 

Thank you!

[v-karpurapud]

Hi @dmkblesser 

Thanks for reaching out to Microsoft Fabric Community Forum regarding Audit Power BI App user list.

To audit and retrieve the list of users for each Power BI App in your organization, including those using the audience feature.

Unfortunately, there is no direct Power BI REST API to fetch the complete list of users for a Power BI App. However, this can be achieved by using the following steps:

1.Use the GetReportsInGroup API to retrieve the list of reports in a specific app workspace.

 Ex: GET https://api.powerbi.com/v1.0/myorg/groups/{groupId}/reports

This will provide details of all the workspaces, including the ones associated with your Power BI Apps.

2. Retrieve the App Metadata using the Get App API endpoint to retrieve metadata about the app, including its name and configuration.
 

Ex: GET https://api.powerbi.com/v1.0/myorg/apps
 

This endpoint will list all apps and their basic metadata, which can be used to filter for  Sales and Client apps.
 
3. For apps without the audience feature(Ex: Sales App), the permissions of the associated workspace reflect the user access to the app. Use the following API to fetch workspace users:
 

Ex: GET https://api.powerbi.com/v1.0/myorg/groups/{groupId}/users (Here, {groupId} is the ID of the workspace).

4.Retrieve Audience-Specific Users, for apps using the audience feature(Ex: Client App), need to fetch the audience information
 

Ex: GET https://api.powerbi.com/v1.0/myorg/apps/{appId}/audiences

This will return details of all configured audiences, including the distribution lists or individual users assigned to each audience.

For scenarios where APIs are not preferred, it is possible to gather user lists for Power BI Apps by leveraging the Power BI Service and PowerShell. The following steps will be useful:
 

Using Power BI Service

1.Manually Check Access:

  Go to the Power BI Service (https://app.powerbi.com/).

  Navigate to the workspace where your app is published then click on the "Settings" gear  icon.

  Select "Permissions" to see the list of users who have access to the workspace and its contents

2.Check App Audiences:

For apps using the audience feature, go to the app settings.

Check the audience settings to see which distribution lists or users have access.
 

This approach facilitates the collection of necessary user lists without relying on APIs.

 If you have any further questions or need additional help with this, feel free to reach out  to us for further assistance!

If you find this post helpful, please mark it as an "Accept as Solution" and give a KUDOS.

[dmkblesser]

Hi @lbendlin , it's a mixed. I'm using audience feature for some of the apps. and yes my audiences includes distribution lists. 

say I have published two apps, one called `sales` App and one called `client` app. for the client app, I'm using the audience feature and for the `sales` App, I'm not using audience feature. 

What will be the best way to find out the list of users to those two apps? It's okay to stay at the distribution list level without going into the distribution list and find out each individual within the distribution list, I did write a powershell script to pull the individuals from the distribution list. Thank you!

[lbendlin]

Well, here's the bad news.  App audience membership is still not auditable in 2025. All you have is the UI.

[dmkblesser]

what about the user list to the app itself without going further down to the audience level?

[lbendlin]

Please be more specific.  Are you using audiences?  Do you want to know which users are mapped to which audience?  Do your audiences include distribution lists?

Or do you only want to audit the users that have actively accessed reports in an app?