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tayloramarel
New Member

How do I share a Dataflow / tabular data across organization?

Hello,

 

I would like to know if it is possible/how to do the following:

 

  • Share a dataflow in a manner that allows users throughout an organization to access the data via Excel -> Get Data -> Dataflow (and possibly Dataverse?).

The solution I am looking for should consider the following:

 

  • The data should be accessible in tabular format via Excel Get Data or similar. A PowerBI dataset can be shared but Excel only allows a Pivot Table to be built off of that data and there is no way to receive the full raw tables in Excel.
  • If possible the solution should not rely on any external/additional tools such as an Azure SQL database.

I have considered the following solutions but need help deciding the best path:

 

  • Adding Dataflows to an Environment that everyone can access. (I'm not too familiar with Environments so this may not be a solution).
  • Adding Dataflows to a new work spaces and adding all of the users who need access to that workspace. (Can a single user access multiple work spaces?)
  • Somehow using the Dataverse because Excel also allows users to query data in that manner.

P.S. - I know there are a lot of posts discussing how to share a Dataflow but as far as I can tell none of these specifically provide a solution given the parameters mentioned above.

1 ACCEPTED SOLUTION
v-binbinyu-msft
Community Support
Community Support

Hi @tayloramarel ,

In Power BI Desktop, we connect dataflow by Get data-->Dataflows.

You could create a workspace in Power BI Service Portal with Pro/PPU license, creata a group in Microsoft365 admin center, then add the user to this group, and add this group to the workspace that hosted the dataflow with the correct role, then the group user could use the dataflow in Power BI Desktop.

About the license requirements, please refer below screenshot:

vbinbinyumsft_0-1695191117912.png

About the workspace role, please refer this document: Roles in workspaces in Power BI - Power BI | Microsoft Learn

 

Best regards,
Community Support Team_Binbin Yu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

2 REPLIES 2
v-binbinyu-msft
Community Support
Community Support

Hi @tayloramarel ,

In Power BI Desktop, we connect dataflow by Get data-->Dataflows.

You could create a workspace in Power BI Service Portal with Pro/PPU license, creata a group in Microsoft365 admin center, then add the user to this group, and add this group to the workspace that hosted the dataflow with the correct role, then the group user could use the dataflow in Power BI Desktop.

About the license requirements, please refer below screenshot:

vbinbinyumsft_0-1695191117912.png

About the workspace role, please refer this document: Roles in workspaces in Power BI - Power BI | Microsoft Learn

 

Best regards,
Community Support Team_Binbin Yu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thank you! This is very close to the solution I was leaning towards.

One small area of clarification: From my interpretation of the information here - https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-roles-new-workspaces - it seems as though non-PowerBI users could access the information without any special type of account as long as they are within the Microsoft365 group added to the workspace.

Can you help me understand if this is correct? The workspace would be a Premium Capacity workspace and if anyone without the Microsoft 365 group could use "Excel > Get Data > Dataflow..." without having to pay a fee or upgrade their account this would be a BIG benefit. 

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