Export data from visual

[ARLYS6]

When publishing a report to the app, we sometimes have the option to 'export data' of a visual from the ellipsis and other times we do not. How can we control that? There does not seem to be a rhyme or reason to why sometimes the 'export data' option below is available and other times it is not.

[collinq]

Hey @ARLYS6 ,

There are actually all sorts of reasons why that might be different for different visuals and different locations.  Some data may be restricted - confidential or otherwise non exportable without special permissions.  You may also have RLS turned on which allows different people different capabilities.

Also, there are options within the report itself about allowing data to be exported (Options - Current File - Report Settings - Export Data).

It is also possible that some or all settings are off in the Admin Portal.  In the Export and Sharing Settings section, I just counted 28 settings that can effect this.  Of those, 7 specifically are about the "export" options.

I suggest that you review all of those options and determine which are on and which are off.

[ARLYS6]

As the creator/admin of a report that I am working on, I am unable to see the export data option in visuals when published to the app. However, when I shared it with 2 of my co-workers, 1 of them can see the export data option and the other cannot. We cannot figure out what setting my co-worker who can see the export data option has that the other 2 do not.

[collinq]

Hey @ARLYS6 ,

If you have somebody that can do it and somebody that cannot then that would indicate that the permissions are on in the portal.  I am wondering if you have RLS turned on?  Also, to be able to Export underlying data, an individual will need Build permissions and perhaps the dataset permissions are not allowing this? (Power BI REST APIs datasets permissions - Power BI | Microsoft Learn) .  Are the permissions different between the users?

The data is not marked as confidential?

Also, take a look at this article and the Considerations and Limitations section:

Export data from a Power BI visualization - Power BI | Microsoft Learn