Forum Discussion
Hide reports in workspace
Hello.
I have a peculiar issue that I want to know if it's possible to overcome.
I have access to a workspace where I'm a contributor. The workspace has one report that was being analyzed by two people. However, last month, the report went live and there are several people accessing the report. We are continuing our developments and we need to show this developments for the two people mentioned early, without the other people accessing the pages in development.
Knowing that I don't have access to create an app and I can't use another workspace to share the developments. Is there any way to only give access to the testing report only for those two people, without applying a lot of transformations in the report itself (e.g. RLS)?
Thank you
In Power BI, workspace access = access to all items in that workspace (subject to item-level permissions, but not “hide from some viewers”). Since you’re a Contributor and can’t publish an app or manage audiences, you don’t have a supported way to expose “in-development” pages/reports to only a subset of users in that same workspace. What does work:
1) Separate workspace
Use a Dev/Test workspace for ongoing changes and keep the live workspace stable. Share the Dev/Test workspace only withe two reviewers. This is the standard pattern.2) Publish an App with audience
If someone with rights can create an app:Put in-progress content in the same workspace
Exclude it from the app, or
Use audiences to expose it only to specific users
3) Duplicate the report
Keep:
One “Live” report
One “Dev/Test” report
Share the Dev/Test report directly with the two users (Manage permissions), and clearly name it as such.
This still doesn’t hide it from workspace members, but it avoids pushing changes to the live report.
5 Replies
The only other way I can think of overcoming this is for you to have access to create an app. Because then what you can do is you can upload your report changes into the workspace which will not be reflected in the app reports, allowing for users to test in the workspace and once they're happy they can then update the app which will then publish those changes into the app workspace for the end user reports.
Hi bernardoamaral ,
Generally this situation is handled by using multiple workspaces including something like a seperate Test and Production workspace. The Production workspace contains the "approved" version of the report and the Test workspace contains the report under development. You can decide which users or groups have access to each workspace. Once changes in the Test workspace are approved, the report is then promoted to the Production workspace. Here is a video which goes into more detail: https://www.youtube.com/watch?v=-N-LhfeVLa0
Hi bernardoamaral,
For users just viewing reports, I would reocmmend not granting them viewer on the workspace. Just grant them access to the reports they need. THen you can have other copies of the reports without them being seen.
I also do recommend what GilbertQ said about using Apps to distribute the reports. This is helpful because it gives you more control over who can see what, but it also means you can update the report or fully delete and replace the report without the URL changing, as the app has its own URL.
In Power BI, workspace access = access to all items in that workspace (subject to item-level permissions, but not “hide from some viewers”). Since you’re a Contributor and can’t publish an app or manage audiences, you don’t have a supported way to expose “in-development” pages/reports to only a subset of users in that same workspace. What does work:
1) Separate workspace
Use a Dev/Test workspace for ongoing changes and keep the live workspace stable. Share the Dev/Test workspace only withe two reviewers. This is the standard pattern.2) Publish an App with audience
If someone with rights can create an app:Put in-progress content in the same workspace
Exclude it from the app, or
Use audiences to expose it only to specific users
3) Duplicate the report
Keep:
One “Live” report
One “Dev/Test” report
Share the Dev/Test report directly with the two users (Manage permissions), and clearly name it as such.
This still doesn’t hide it from workspace members, but it avoids pushing changes to the live report.
Hi bernardoamaral ,
Thank you GilbertQ for the response provided!
Has your issue been resolved? If the response provided by the community member addressed your query, could you please confirm? It helps us ensure that the solutions provided are effective and beneficial for everyone.Best Regards,
Tejaswi.
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