Export underlying data from visual

[Valynox]

Hi Everyone,

I have a workspace for my team (30+ people) where I am storing several dashboards.

Some dashboards are for my Manager only, some are for Global team members and some are to be shared with both Global team members and local team members.

In the WS parameters, I have no user set-up.

If I want to sahre a dashboard with my Manager, I just add his name in the autorisation management menu for the Semantic file and the same for the Report itself. with a direct access.

For the dashboards I want to sahre with Gobal team members, the same, I add their name in the Direct Access of the Manage Authorization menu.

For the dashbaord I want to share with the local users, I have put in place RLS and created groups based on filters and then I have added their names in the Security menu from the dataset in PowerBI service.

Each local im will see, in the visuals, only the data refering to his geopgraphy. For Global users, I have created a RLS group with no filter so that they can see everything.

So far, so good.

The issue I am facing is that I would like the local users (or the global users as well) to be able to export the underlying data for their respective geography only. They have actions to take and they need the underlying data.

Unfortunately, with my current set-up, the users can't export the underlying data. The option is greyed out.

Is there any possibilities to allow my local users to export the underlying data but for their scope only?

I have set the parameters in both PBI Desktop and PBI service so that Export of Underlying Data is allowed.

I do not want to give them full access to the WS (even as a reader) as I do not want them to be able to see all my dashboards in there (even if they can't access it because they are not in the Manage Authorization list).

I thank you in advance for your answers.

Valynox

[lbendlin]

Unfortunately, with my current set-up, the users can't export the underlying data. The option is greyed out.

That is a setting you change in your Power BI Desktop

[Valynox]

@Ibendlin,

Thks for oyur answer, but unfortunately the option is already active in my dashboard settings:

Any other idea?

[Anonymous · Accepted solution]

Thanks for the reply from@lbendlin, please allow me to provide another insight:

Hi,@Valynox 

Regarding the issue you raised, my solution is as follows:
 

1.We deduce that the reason why the data can't be exported is because the user isn't a workspace role. If a user isn't a workspace role, they might not be able to export data directly from the visual, as this often requires specific access. Of course, it is also possible that the following restrictions have been touched (the following is a screenshot of the official documentation):

In particular, if the visual you're using is a custom visual and if the amount of data exceeds the limit.

Here is the relevant documentation:

 Export underlying data from visual - Microsoft Fabric Community

 2.If you don't want other users to access the workspace and want RLS to work, here are two options:

First, you can use Build app in workspace and give users Build permissions.
 

Publish an app in Power BI - Power BI | Microsoft Learn

Second, you can share the link directly and give the user generation permissions.‘

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

If you have any new discoveries, please feel free to contact us. 

Best Regards,

Leroy Lu

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