Folders in workspace

[Peter_23]

Hi there, I need you expertise, so in a Workspace you can create folder so inside on them, can you save a pbi report? and can you only grant access to groups?

Example:

Worspace "Sales" -> access to manager group

Inside this workspace two folders:

 Sales Folder ->  Sales Report -> access to sales group

Inventory Folder -> inventory report -> access to inventory group

Any suggestion thanks in advance.

[Peter_23]

Thanks @Shravan133  very well explained!

[Shravan133 · Accepted solution]

In Power BI, the workspace is the primary organizational unit, and while you can organize content within workspaces, there are some limitations on how access control and folder structures work.

Workspace and Folder Organization

1. Workspace Structure

   • Folders: Power BI workspaces don’t have the concept of traditional folders. Instead, you can organize your content using reports, datasets, and dashboards within the workspace.
   • Content Organization: Although you can’t create nested folders directly, you can use naming conventions or separate workspaces to logically organize your reports.

2. Access Control

   • Workspace Access: Access to a workspace is managed at the workspace level. You can grant permissions to users or groups to view, edit, or contribute to the entire workspace.
   • Granular Access: Power BI doesn’t currently support granular permissions at the individual report or dataset level within a workspace. Access is controlled at the workspace level, meaning that if you give a group access to the workspace, they will have access to all the reports and datasets within it.

Example Configuration

To achieve something similar to your example, you could set up your Power BI environment as follows:

• Create Separate Workspaces:
  • Sales Workspace: For the Sales group.
  • Inventory Workspace: For the Inventory group.

In each workspace, you can then add reports and datasets specific to the respective groups:

1. Sales Workspace:

   • Add the Sales Report and datasets related to sales.
   • Grant access to the Sales group.

2. Inventory Workspace:

   • Add the Inventory Report and datasets related to inventory.
   • Grant access to the Inventory group.

Alternative Approach

If you want to keep everything within a single workspace and differentiate access, you could:

• Use Row-Level Security (RLS): Implement RLS within datasets to control what data different groups can see within the same report. This doesn't change access to the report itself but controls the data visibility within it.

• Power BI Apps: Create a Power BI app for each group and publish the relevant content to each app. You can control access to the app itself, which can serve as a workaround for managing different groups' access to different reports.