Help with access roles to reports/workspaces and interaction with reports/datasets

Hey AutoJL ,

you can create a Power BI app to share your report(s) with your colleagues: https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-create-distribute-apps

Your colleagues can upload their files to the SharePoint folder, this does not relate to your Power BI solution the workspace or the app, this means you don't put your application at risk 🙂

The only thing is the data refresh. A data refresh can either be initiated from inside the workspace, but then your colleagues can change the content by accident. Another approach can be create a refresh schedule: https://learn.microsoft.com/en-us/power-bi/connect-data/refresh-data (see: Configure scheduled refresh).

Depending on your license an either you can configure a refresh eight times per day (Pro licensing), or up to 48 times if you have Premium Per Capacity.

You can create a Power Automate application that allows to refresh the dataset, and share this Power Automate appllication with your colleagues. This prevents adding users to the workspace if you want your colleagues being able to refresh immediately after they have uploaded a data source: https://powerbi.microsoft.com/en-us/blog/refresh-your-power-bi-dataset-using-microsoft-flow/

The Power Automate solution requires additional licensing.

Hopefully, this provides some ideas of how to tackle your challenge.

Regards,
Tom