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Neeraj_I's avatar
Neeraj_I
Frequent Visitor
1 year ago

How to Differentiate Between Directly Shared Access and Workspace Level Access in Power BI

I'm looking for a scalable method to differentiate between users with directly shared access and those with workspace-level access in Power BI. Specifically, I need to collect and categorize details ...
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Neeraj_I's avatar
Neeraj_I
Frequent Visitor
1 year ago

Thank you for the intital reply.

I'm looking for the logs that contain a column called 'Permissions.' This page becomes visible when I open the 'Manage Permissions' of any report. I can see two types of details, which I've marked in the screenshot below.
  1. The first section shows a list of users and their permissions, which were added at the report level, either through sharing by someone with read and reshare access.
  2. The second section displays a list of users or groups that were added at the workspace role level. For instance, if someone has contributor access, it will show "Workspace Contributor."

     

This column can help differentiate between two types of users: those who were added through workspace access via role assignment and those who were directly added or shared at the report level.
While our audit tool captures most of the details, we currently lack a way to identify the access method. I would like to create a field that clearly identifies this, with an output similar to the following:

 

I need answers for the below.

  • Which users have been granted direct access to a report, and to which workspace does that report belong?

  • Which users or groups have access to all the reports in a workspace?

  • Which users or groups have been assigned roles within the workspace, and what specific roles have they been given?

This process will help us identify the list of workspace owners who are sharing reports directly with end users. We aim to reach out to these owners and promote widely shared reports as an application, where access can be centrally managed through an AD group. This approach will reduce ambiguity and ensure better control and maintenance of access permissions.


Anonymous's avatar
Anonymous
Not applicable
1 year ago

Hi, Neeraj_I 

When you open the corresponding workspace, you can see what reports, semantic models, dashboards, etc. exist in that workspace:

 


For reports in a workspace, you can manage permission to see which users have been granted direct access:

 

 


Then you can see what roles are assigned to users in the workspace in the workspace's manage access:

 

 


In workspace, different roles have different permissions:

Roles in workspaces in Power BI - Power BI | Microsoft Learn

 

 

 

I hope my suggestions give you good ideas, if you have any more questions, please clarify in a follow-up reply.
Best Regards,
Fen Ling,
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