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

[AutoJL]

Hi!

I am rather new to using the powerBI service and I am getting a bit overwhelmed with all the terminology and different types of access to the different elements of the service. I have tried to find the answer to my issue previous to making the post but unfortunately to no avail ( or at least I remain uncertain).

So I have a PowerBI report that I have created with PowerBI desktop where the data source is a Sharepoint folder. After publishing it to the service everything works correctly for me and I can upload new data sources to the Sharepoint folder and refresh the Dataset and then the report and everything works brilliantly ( with the normal delays but perfectly).

The issue is, I want colleagues to be able to upload their data sources to the sharepoint folder, refresh the dataset and refresh the report so all the changes are reflected....but I dont want them to see the "edit" button nor to be able to download the file (pbix) or actually see the Data model.

In other words I basically want to provide them the service where they input their source data and they get outputed the fancy visualizations and report while everything else is a "black box" for them.

Is there any combination of sharing permissions that allow me to do this? (Important note is that I am not the workspace admin nor any kind of admin)

Many thanks for the help!

[AutoJL]

Hi @TomMartens !

Many thanks for the feedback! The scheduled refreshes were not an option becasue it would cut the sense of "tool" that we want to introduce and we want the users to be able to analyze data from different customers based on their needs/schedules.

I did delve into the power automate option which completley solved the issue! I had no idea of what this was before this and it was definitely a massive positive experiencie! Many thanks for opening this new topid for me, it will surely help me a lot in the future.

Many thanks, regards!

[TomMartens · Accepted solution]

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