Dataflow role access

[toettoet]

Hi everyone!

I am planning to set up a dataflow containing confidential data that can not be shared within the organization, so I am having some concerns.

If I set up a workspace and create a dataflow within that workspace, can a user with 'viewer'-access to this workspace create a Power BI report/dataflow using the original dataflow as source, publish it to its personal workspace and share it with different users that do not have access to the original workspace? Additionaly, can the user without access to the original workspace export the data from the report? Or similar, can the user pull data from the dataflow into a local excel file?

Thanks alot in advance!

Best regards,

[v-priyankata]

Hi @toettoet 
I hope this information is helpful. Please let me know if you have any further questions or if you'd like to discuss this further. If this answers your question, please Accept it as a solution and give it a 'Kudos' so others can find it easily.
Thank you.

[v-priyankata]

Hi @toettoet 
I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions. If my response has addressed your query, please accept it as a solution and give a 'Kudos' so other members can easily find it.
Thank you.

[v-priyankata]

Hi @toettoet 

May I ask if you have resolved this issue? If so, please mark the helpful reply and accept it as the solution. This will be helpful for other community members who have similar problems to solve it faster.

Thank you.

[toettoet]

Hi @nilendraFabric,

Thank you for the swift response!

Could you elaborate on Reports published to personal workspaces cannot be directly shared. ? When I create a report in my personal workspace, it seems like I can share it just fine.

Also, I would like to verify these 'build permissions', where can I find these settings for a dataflow?

Thanks alot in advance!

Best regards,

[nilendraFabric · Accepted solution]

Hello @toettoet 

apologies for confusion 

I meant reports in My Workspace can be shared, but it is not recommended for organizational purposes due to governance and collaboration limitations.

Build permissions are for dataset

For dataflows, there is no direct Build permission setting as of now. Users must rely on workspace roles like Viewer, Contributor, or Member for access

hope this helps and clarify the confusion 

[nilendraFabric]

Hello @toettoet 

Viewer Role and Report Sharing:
• A Viewer can connect to a dataflow and create reports in Power BI Desktop.
• Reports published to personal workspaces cannot be directly shared. Sharing requires publishing to a shared workspace or exporting.

2. Exporting Data from Reports:
• Users need Build permission on the dataset to export underlying data.
• Without Build permission, they can only export summarized data if allowed by the admin or report creator.

3. Pulling Dataflows into Excel:
• Viewer role users typically cannot pull dataflows into Excel unless granted additional permissions (e.g., Build).
• Admins, Members, or Contributors can use tools like Excel to consume dataflows.

Recommendations:
• Use Row-Level Security (RLS) and restrict Build permissions.
• Disable export options for sensitive reports.
• Limit Viewer role access and monitor permissions regularly.