Difference between Access through App and Workspace

[joshua1990]

Hello everyone!

We have several datasets and reports combined within an app.

In the past, we always added new viewers by "Update App > Permissions".

But there is also a second way to add new viewers using the Access button within the workspace itself, right?

And I can define User roles using this approach.

Are there any other differences between both approaches?

[collinq]

Hi @joshua1990 ,

There is definitely a difference between the two.  An App only (without the security permissions to allow the user to get to the underlying data) is designed to give "read only" access, or at least very limited access.  The App is designed to share content without sharing the developmental environment as well.  In one respect, it is like having a level of security where the users (or groups) that you share the App with have limited functionality.

A workspace is generally considered to be more permissive.  A workspace is shared with and what the user can do is based on the level of control you give them and the ability to reach underlying data or create their own copies or permissions level.

This article might be helpful:

Power BI – Apps, Workspaces, Dashboards, Reports and Datasets Defined : :: Welcome To EPM Strategy :...

[_sfrost · Accepted solution]

@joshua1990 

If you are publishing an app, you have an option for selecting the required reporsts from a workspace. It's not necessary that you need to publish all the reports in that workspace to the app.

Publishing as an app, the end user can only see the reports which are added in that app and they will not be able to see other reports. But if you give them any role at the workspace level, the users will have visibility to all the reports in that workspace. 

Even the least restrictive role, viewer, has visibility to read all the content in that workspace.

If you provide Contributor, Member or admin role at the workspace level, the user will be able to do much more.

So, app is what we usually prefer to share with the end users.

For more, refer to the following video:

Differences between Power BI Apps and Workspaces - YouTube

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