How to limit a Power BI report built from Azure SQL database to be published to personal workspace

[Clara_HCN]

I am working on the Power BI reports management, and my organization would like to take control of publishing Power BI reports. If any Power BI report connect to Azure SQL database, the report should be published into public workspace rather than personal workspace. Is it possible to manage it?

[rohit1991]

Hi @Clara_HCN ,

Power BI does not offer a direct way to block users from publishing reports to their personal workspace, but this can be managed through a combination of governance policies and permission settings. To control where reports connected to sensitive data sources like Azure SQL Database are published, organizations should restrict access to personal workspaces by using Microsoft 365 security groups and enforce role-based access to organizational workspaces.

Additionally, using managed permissions within Power BI Apps allows administrators to publish a single version of a report and share it with multiple audience groups while keeping tight control over who sees what. This approach not only ensures data governance but also enhances report distribution efficiency and compliance. For more structured access, consider adopting the “Apps for Multiple Audiences” model, which allows precise permission control across different user groups without duplicating content.

[v-tejrama]

Hi @Clara_HCN ,

Thanks for reaching out to the Microsoft fabric community forum.

I understand your goal, and while Power BI doesn't currently offer automatic controls to direct report publishing based on data source such as ensuring anything using Azure SQL lands in a shared workspace rather than a personal one we can still establish strong safeguards.

Here are effective steps you can take:

1. Disable publishing to personal workspaces in the Power BI Admin Portal. This guarantees reports are only published to approved, shared workspaces.
2. Implement DLP (Data Loss Prevention) policies to detect and alert you when reports use Azure SQL, helping prevent sensitive data from being published in the wrong place.
3. Leverage audit logs to track Azure SQL connections and report destinations, with the option to set up alerts for unusual activity.
4. Restrict Azure SQL access by IP or VNet, ensuring only authorized Power BI workspaces can connect.

While there isn't a single setting for conditional publishing, these strategies will give you robust control and visibility over how and where reports leveraging Azure SQL are published.

If the response has addressed your query, please "Accept it as a solution" and give a "Kudos" so other members can easily find it.

Best Regards,
Tejaswi.
Community Support

[Clara_HCN]

Hi @v-tejrama ,thanks for your answer. But if we take the steps recommended by you, will it reject all reports to be published in personal workspace?

[v-tejrama]

Hi @Clara_HCN ,

Thanks for coming back,

Yes, if you go ahead and disable publishing to personal workspaces in the Power BI Admin Portal, it will block all reports from being published there, no matter what data source they’re using.

So it's kind of an all-or-nothing switch. Power BI doesn't let you block just Azure SQL reports, once you turn that setting off, no one will be able to publish anything to their personal workspace unless they’ve been specifically allowed.

That said, you can make it a bit more flexible by using security groups. For example, you could allow certain users (like developers or trusted teams) to keep publishing to personal workspaces, while restricting everyone else.

Thank you.

[v-tejrama]

Hi @Clara_HCN ,

I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions.

Thank you.

[Clara_HCN]

Thanks @v-tejrama . In my case,

1. We have different environments for Azure SQL(Development-Test-Acceptance-Production).

2. We want report builders to publish reports to public workspaces if they build reports from production Azure SQL.

3. But we don't want report builders to create and publish reports to public workspace without control.  

Do you have any good idea on how to achieve it? Thanks.

[v-tejrama · Accepted solution]

Hi @Clara_HCN ,

Thanks for explaining your situation more clearly. Given that you have multiple Azure SQL environments Development, Test, Acceptance, and Production and wish to ensure that reports using Production Azure SQL are only published to shared workspaces, while also managing publishing permissions, you can achieve this with a mix of governance and security measures.

I recommend creating dedicated Power BI workspaces for each environment and restricting publishing rights in the Production workspace to selected users. This prevents unauthorized publishing of Production SQL reports to public workspaces. Implementing a naming convention for connections such as including Prod or Test in the server name will help with tracking.

Additionally, Microsoft Purview’s DLP policies can detect and alert you to any attempts to publish Production SQL reports to the wrong workspace. Enabling Power BI audit logs will provide oversight on who is publishing and to which environment. Disabling personal workspace publishing via the Admin Portal ensures all reports are managed through approved workspaces.

Assign appropriate roles through security groups, such as contributor for developers and admin for reviewers, and consider a manual review process for reports built on Production SQL before final publishing. While Power BI does not offer a direct setting to block publishing by data source, these steps provide effective control and visibility. Please let me know if you need assistance with DLP or security role configuration.

Thank you,
Tejaswi.

[Akash_Varuna]

Hi @Clara_HCN Power BI doesn’t support blocking publishing to personal workspaces based on data source. You can disable personal workspace publishing via admin portal settings. Use DLP policies and audit logs to monitor Azure SQL usage. Also, restrict Azure SQL access to specific IPs or VNets for better control.

[Clara_HCN]

Hi @Akash_Varuna , thanks for your reply. If we can disable the publishing to personal workspace, is it possible to add approal process when the users press the button of Publish in Power BI Desktop? Thanks.

[Akash_Varuna]

Hi @Clara_HCN I dont think it is supported when users click “Publish” from Power BI Desktop. You can disable publishing to personal workspaces via the admin portal. For governance, use deployment pipelines and restrict workspace access. Audit logs and DLP policies help monitor and enforce compliance.

[Clara_HCN]

Hi @Akash_Varuna thanks. If we disable publishing to personal workspaces, does it means the users are not allowed to publish any reports in their own personal workspaces? thanks.