Doubt about user permissions / Copy Report to another Workspace / Report permissions

[brunozanoelo]

Hello all, some doubts and confirmations about PowerBI service working with multiples Users that will probably help some other people on the community with the same scenarios.

Scenario: I have 10 datasets (and reports obviosly) BUT only 5 of them I want to share with only one user of my organization.
Solution: I´ve created one Workspace B, with the following user and used the feature "copy to another Workspace", so the report is copied but the dataset still will be on Workspace A.
Problem: We have one API that publish´s a new version of the dataset and the report on the Workspace A, the problem is that those changes on the reports seens to NOT go to Workspace B, for that user, he will never get an updated report with the latest changes. (As far as I saw on the PowerBI Docs, this problem will occur)

It is ridiculous that Powerbi don´t have any user permission for different reports in a simple way, we have those reports and API running on multiples customers, they are different office365, we can´t control specific users permissions, our end customer should do it in a simple way.

Power have much features that are difficult to implement but this simple scenario, doesn´t give any importance. 

Any suggestion?

[v-zhengdxu-msft · Accepted solution]

Hi @brunozanoelo 

It's understandable that managing user permissions for different reports can be challenging, especially when dealing with multiple datasets and customers. While Power BI doesn't provide a straightforward wat to handle this scenario out of the box.

There are a few considerations and workarounds you can expore:

You mentioned creating a separate workspace(Workspace B)to share specific reports with a particular user. This approach is a good start. However, keep in mind that when you copy a report to another workspace, it creates a new instance of the report, but the underlying dataset remains in the orginal workspace(Workspace A). The issue you're facing with the API not updating the report the report in Workspace B is because the dataset changes are not automatically reflected there.

You can take a look at Row-level security. Row-level security (RLS) allows you to restrict logged in user's access to report's data, i.e. you can show different part of your data based on logged in user. You can setup RLS in Power BI Desktop. You can create different roles that can be assigned by generating the embed token while embedding.
Refer docs: https://learn.microsoft.com/en-us/power-bi/admin/service-admin-rls

While embedding, generate embed token based on the user who has logged in and assign the roles to it. Refer docs: https://learn.microsoft.com/en-us/power-bi/developer/embedded/embedded-row-level-security

Or you can try the App, these links may help:

powerbi - Share one Power BI app with multiple users with different view settings - Stack Overflow

Solved: Power BI APP - multiple reports with different per... - Microsoft Fabric Community

Share Power BI reports and dashboards with coworkers and others - Power BI | Microsoft Learn

^{Best Regards,}

^{Zhengdong Xu}

^{If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.}