How to view all workspaces, reports and who has what access

[withnoe]

How can I as a pro admin user view all the workspaces, reports, and user's access for each report in a centralized way?  I need to get a handle on what is out there and who has access to what.  Power BI was setup haphazardly and the organizational piece was missing and I want to clean things up.

[suparnababu8]

Hi @withnoe 

To get a centralized view of all workspaces, reports, and user access in Power BI as an admin, you can use the Power BI Admin Portal. I hope below yotube videos will help you

https://www.youtube.com/watch?v=Rfqs4jvxvuk

https://www.youtube.com/watch?v=TnWxCayTJIc

[Tutu_in_YYC]

i dont think you can get user access info here in Purview Hub and Features USage reports (please correct me if im wrong), but defiintely the next best option if you cant run the power bi scanner.

Also please note that the reports in admin monitoring workspaces have been updated, and may not have the same features as mentioned in the videos.

[pallavi_r]

Hi @withnoe 

Please check Azure Log Analytics and integrate with power bi service for premium workspaces. I have used it earlier to monitor workspaces, usage, user activity during peak period and outage time.

https://learn.microsoft.com/en-us/power-bi/transform-model/log-analytics/desktop-log-analytics-confi...

If my post has helped you in anyway, appreciate a kudo.

Thanks,

Pallavi

[Tutu_in_YYC]

There is not out of the box solution from Microsoft. There are 3rd party tools like Power BI Sentinel. Or you can set it up yourself using Power BI Scanner API. Check the following video for how to set it up
https://www.youtube.com/watch?v=tvLJsTgt6Y0

[withnoe]

Thanks,

Tutu_in_YYC for your link.  However, the Github Repository for that code no longer exists. 😞

[Tutu_in_YYC]

oh no.. see if this helps

https://github.com/microsoft/Fabric-metadata-scanning

[withnoe]

Thanks for the link.  However, unfortunately it appears my organization doesn't have an Azure subscription so I cannot use that method.

[Tutu_in_YYC]

Try powershell.
https://www.youtube.com/watch?v=WpdptoSmUw4

Also you can export it manually from the audit log. You will need admin access though.

Just to give you some further context, audit log will give you information about who have accessed/viewed a report ie usage/activities. But it doesnt give you the full picture, because a person can have access to a report, but never view them or will not view them till later, and this will not be reflected in the audit log.

Another thing to be aware of, audit log has only up to 90 days data retention, so if you dont collect/store this data, you will lose it.