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Kaatiiaa
Frequent Visitor

Editing report in the same time - is notification possible?

Hi

Is it possible to somehow set a notification when a user edits the report online? I know that Power Bi allows more than one user (with particular roles for the workspace) to edit the report in the same time but the one who hits save first, overwrites the others' changes. What is the best way to avoid it? How to notify other users that someone has already  opened the report in edit mode? Do you have any ideas how to do this? Maybe using Power Automate/ Flows or other tools?

Thank you!

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Adamboer
Responsive Resident
Responsive Resident

Yes, it is possible to set up notifications when a user edits a report online in Power BI. One way to achieve this is by using Power Automate (formerly known as Microsoft Flow) to send email notifications to other users when a report is opened for editing. To set up this notification, you can create a flow that triggers when a report is opened for editing. You can then add an action to send an email notification to the other users who have access to the report, informing them that the report is currently being edited by someone else. To avoid overwriting changes made by other users, you can consider using the "co-authoring" feature in Power BI. This feature allows multiple users to edit the same report simultaneously, without overwriting each other's changes. When two or more users are editing the same report, their changes are merged automatically when they save the report. To enable co-authoring in Power BI, you need to ensure that the report is stored in a shared workspace and that the users who need to edit the report have the appropriate roles and permissions in the workspace. In summary, setting up notifications and enabling co-authoring are two ways to avoid overwriting changes made by other users in Power BI. Using Power Automate to send notifications can be a useful tool for keeping users informed about changes to reports.

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Adamboer
Responsive Resident
Responsive Resident

Yes, it is possible to set up notifications when a user edits a report online in Power BI. One way to achieve this is by using Power Automate (formerly known as Microsoft Flow) to send email notifications to other users when a report is opened for editing. To set up this notification, you can create a flow that triggers when a report is opened for editing. You can then add an action to send an email notification to the other users who have access to the report, informing them that the report is currently being edited by someone else. To avoid overwriting changes made by other users, you can consider using the "co-authoring" feature in Power BI. This feature allows multiple users to edit the same report simultaneously, without overwriting each other's changes. When two or more users are editing the same report, their changes are merged automatically when they save the report. To enable co-authoring in Power BI, you need to ensure that the report is stored in a shared workspace and that the users who need to edit the report have the appropriate roles and permissions in the workspace. In summary, setting up notifications and enabling co-authoring are two ways to avoid overwriting changes made by other users in Power BI. Using Power Automate to send notifications can be a useful tool for keeping users informed about changes to reports.

I think I know what was the problem - the co-authoring works ok unless you are changing the same visual at the same time. That is when the overwriting happens. Which makes sense. Thanks

Thank you for the reply. How excatly do you enable co-authoring? I have a shared workspace. Both users have admin roles and when testing they can edit the report in the same time but they overwrite their changes. I cannot find any information on how to enable co-authoring

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