Full Comprehensive PowerBI Service Audit

Hi icassiem 

You can cover most of the audit with Power BI Admin access using PowerShell and Admin APIs.

What you can get:

1. Report names & count >> Get-PowerBIReport -Scope Organization
2. Workspace names, count, members >> Get-PowerBIWorkspace -All + Get-PowerBIWorkspaceUser
3. Active/inactive workspaces >> Use last activity or refresh date
4. Active users (names) >> From Get-PowerBIActivityEvent
5. Inactive users >> Subtract from full user list (request from IT)
6. Report usage (including link views) >> Tracked in activity logs
7. Report refresh rate & last refreshed >> Get-PowerBIDataset + Get-PowerBIRefreshHistory
8. Failed refreshes >> Check refresh status
9. Data size per workspace >> Admin API or Premium Metrics App
10. Personal workspaces >> Get-PowerBIWorkspace -Scope Individual

1. Data size per workspace or tenant:
   You can get dataset sizes using Get-PowerBIDataset and some metadata columns (especially if you’re on Premium).
   Or just ask IT to help with the Premium Capacity Metrics App if you have Premium.
2. Personal workspaces with reports:
   Use Get-PowerBIWorkspace -Scope Individual and check which ones contain reports.

What You Can't Fully Do Without Azure:

• Get a clean list of all users in the tenant
• Tie usage back to things like job roles or departments
• Trace external sharing (guests might be tricky depending on how IT set up access)

Hi icassiem ,

You should take a look into admin monitoring workspace.

https://learn.microsoft.com/en-us/fabric/admin/monitoring-workspace

There is also a external tool Measure Killer that allows you to scan your tenant and check that information it's a paid tool but it can really help if you have a lot of workspaces and reports to monitor.

https://www.brunner.bi/measurekiller

(I'm not related with this tool in any manner and do not received any payment to refer this tool)

Hi icassiem ,

Thank you for reaching out to Microsoft Fabric Community.

Thank you rohit1991 MFelix for the prompt response.

I wanted to check if you had the opportunity to review the information provided and resolve the issue..?Please let us know if you need any further assistance.We are happy to help.

Thank you.

Hi icassiem ,

For a one-time or periodic Power BI Service audit covering:

 1.Refresh Failures Summary
Use the Power BI Activity Log via the Admin Portal or Microsoft 365 Compliance Center. Filter for RefreshDataset events to identify failed refreshes across all workspaces.
 2.Gateway Analysis
Go to the Manage Gateways section in Power BI Service. You will find:

Gateway status,Connected data sources,Admins and users.This helps you assess gateway health and usage.

 3.License Usage
Use the Microsoft 365 Admin Center to view:

Assigned Power BI licenses (Pro, PPU, Premium),Active vs inactive users,Last activity date (to identify unused licenses)

 For a Full Audit you can also:

Use the Power BI Admin Portal to export workspace and user data.Access the Power BI Activity Log for detailed user actions.Consider the Power BI Capacity Metrics app if you're using Premium.

Thank you.

Hi icassiem ,

May I ask if you have resolved this issue? Please let us know if you have any further issues, we are happy to help.

Thank you.