How to share reports in My workspace with a large number of external uesers effecienty?

[FFvv]

Hi everyone,

Our organization is using a Power BI Premium Per User (PPU) license. I have created multiple client-specific workspaces to manage their reports.

My first question is about external user access: Do we need to create individual guster user accounts for each external client and assign them to the respective workspace to grant report access?

This leads to my main concern regarding scalability: We potentially have hundreds or even thousands of external users. If we manage permissions individually, how can we efficiently handle onboarding and offboarding when clients join or leave? Is there a more scalable approach than adding and removing users one by one? Also, would it be better to upgrade to Power BI Embedded or Power BI Premium in this case?

Additionally, we already have an existing client management portal. Our goal is to embed these Power BI reports directly into that portal, allowing authorized clients to view their reports seamlessly without additional logins or permissions setup.

I've tried sharing a "My Workspace" URL with IT colleagues as a test, but they couldn't access it. Does this mean they also need to be added explicitly? What is the recommended way to achieve this kind of embedded integration?

I greatly appreciate any guidance or best practices you can share!

[v-venuppu]

Hi @FFvv ,

I hope the information provided is helpful.I wanted to check whether you were able to resolve the issue with the provided solutions.Please let us know if you need any further assistance.

Thank you.

[v-venuppu]

Hi @FFvv ,

May I ask if you have resolved this issue? Please let us know if you have any further issues, we are happy to help.

Thank you.

[v-venuppu]

Hi @FFvv ,

Thank you for reaching out to Microsoft Fabric Community.

Thank you @raji_n @tayloramy @vivien57 for the prompt response.

I wanted to check if you had the opportunity to review the information provided and resolve the issue..?Please let us know if you need any further assistance.We are happy to help.

Thank you.

[tayloramy · Accepted solution]

Hi @FFvv,

• Don’t use “My workspace” for sharing. Move reports to a normal workspace and distribute via an App or direct sharing. “My workspace” is personal; others can’t browse it, even with the URL. See Workspaces in Power BI.
• For external users at scale, use Microsoft Entra B2B (guest or B2B Direct Connect) and security groups. Add groups (not individuals) to the workspace/app audience so onboarding/offboarding is just group membership. Learn more: External sharing with Entra B2B and Give users access to workspaces.
• Licensing basics with PPU: To view content that’s shared with them (including guests), recipients need PPU (or the workspace must be on a capacity that removes per-user requirements-see, F64 or above). See Share reports and dashboards and Fabric licenses.
• Embedding in your existing client portal:
  • If your external clients don’t have Power BI accounts (no extra login), use Embed for your customers (app-owns-data) with Power BI Embedded / Fabric capacity. No per-user licenses for viewers; your app authenticates via service principal. See Embedding solutions overview and Embedded analytics overview.
  • If clients do have Power BI accounts and you’re okay with them signing in, you can use user-owns-data (B2B). They’ll need PPU or Pro depending on capacity. See Embedded analytics.
• Scale tip: Each workspace can list up to ~1,000 principals, but a single Entra security group can contain thousands-add the group to the workspace/app instead of individuals. See Workspace access limits.

If you found this helpful, consider giving some Kudos. If I answered your question or solved your problem, mark this post as the solution.

[raji_n]

@tayloramy  well explained.

[vivien57]

Hello @FFvv,

So there are several topics in your post.

If you don't want to manage accounts with authentication for each of your clients, you'll have to use Power BI Embedded, for which you don't have this account <-> access association.

Next, it's not advisable to share "My Workspace"; it's a personal workspace that isn't designed to be shared. If you want to try this, you'll need to create a new workspace.

Feel free to give a kudo if my answer works for you.

Have a nice day,

Vivien