Identify reports uploaded by an user to workspaces

[viswaaa]

Hi All,

We are the Power BI admins, and I need some assistance. One of our users, who had uploaded a large number of reports to a workspace, has left the organization. As an admin, I would like to know:

1. How can I identify all the reports published by this user across workspaces?

2. What is the recommended way to remove or reassign ownership of those reports if needed?

Any guidance or best practices would be greatly appreciated.

[v-kathullac]

Hi @viswaaa ,

we would like to follow up to see if the solution provided by the super user resolved your issue. Please let us know if you need any further assistance.

If our super user response resolved your issue, please mark it as "Accept as solution" and click "Yes" if you found it helpful.

Regards,

Chaithanya

[v-kathullac]

Hi @viswaaa ,

we would like to follow up to see if the solution provided by the super user resolved your issue. Please let us know if you need any further assistance.

If our super user response resolved your issue, please mark it as "Accept as solution" and click "Yes" if you found it helpful.

Regards,

Chaithanya

[JMLyle]

I tried to grab something out of one of my PowerShell scripts to target your question, but it may not be exactrly what you're looking for. It may need a little tweaking of course. Requires Power BI Admin role, I believe.

Import-Module  MicrosoftPowerBIMgmt.Workspaces
Connect-PowerBIServiceAccount

$AllWorkspaces = Get-PowerBIWorkspace -Scope Organization -All 

Foreach ($Workspace in $AllWorkspaces) {
    Write-Host $("Workspace ID: {0,-36}  Workspace Name: {1,-170}" -F $Workspace.ID, """$($Workspace.Name)""") -BackgroundColor White -ForegroundColor Black 
    $ReportObjectsForThisWorkspace = Get-PowerBIReport -Scope Organization -WorkspaceId $Workspace.Id
    ForEach ($Report in $ReportObjectsForThisWorkspace) {
#       Write-Host $( "   Report ID: {0,-36}     Report Name: {1,-60} " -F $Report.ID, """$($Report.Name)""") -BackgroundColor Cyan -ForegroundColor Black
        Foreach ($DatasetId in $Report.DatasetId) {
                $RetryWait = 0
                Write-Progress -Id 420  -Activity "Get-PowerBIDataset" -Status "Getting Dataset" -CurrentOperation "DatasetId: $DatasetId"
            Do {
                Try {
                    $Dataset = Get-PowerBIDataset -Id $DatasetId -Scope Organization -ErrorAction Stop
                    $RetryWait = 0
                }
                Catch {
                    $CaughtError = $_
                    If ($CaughtError -match 'TooManyRequests') {
                        $RetryWait = $RetryWait + 30
                        Write-Progress -Id 420  -Activity "Get-PowerBIDataset" -Status "CAUGHT Error - TooManyRequests - Sleep for $RetryWait seconds"
                        Start-Sleep -Seconds $RetryWait 
                    }
                    Else {
                        "CAUGHT some other error - $CaughtError"
                        $RetryWait = 0
                        Write-Progress -Id 420  -Activity "Get-PowerBIDataset" -Status "CAUGHT some other error - $CaughtError"
                    }
                }
            }
            Until($RetryWait -eq 0)
            # $Dataset = Get-PowerBIDataset -Id $DatasetId -Scope Organization
            $DatasetCreatedText = If ($Dataset.CreatedDate) { $("Created: {0:MM/dd/yyyy}" -F $Dataset.CreatedDate) }Else { 'details unavailable' }
            $ConfiguredByUpn = If ($Dataset.ConfiguredBy) { "ConfiguredBy: $($Dataset.ConfiguredBy)" }Else { '' }
            $RefreshableText = If ($Dataset.IsRefreshable) { "Refreshable" }Else { "" }
            $GatewayText = If ($Dataset.IsOnPremGatewayRequired) { "via Gateway" }Else { "" }
            Write-Host $( "   Report ID: {0,-36}  Report Name: {1,-50}  Dataset ID: {2} {3,-19} {4,-50}  {5,-11} {6,-11}      " -F $Report.ID, """$($Report.Name.TrimEnd())""",$dataset.id,$DatasetCreatedText,$ConfiguredByUpn,$RefreshableText,$GatewayText) -BackgroundColor Cyan -ForegroundColor Black
#           Write-Host $( "  Dataset ID: {0,-36}    Dataset Name: {1,-60}    {2,-19} {3,-50}  {4,-11} {5,-11}      " -F $Dataset.ID, """$($Dataset.Name)""", $DatasetCreatedText, $ConfiguredByUpn, $RefreshableText, $GatewayText) -BackgroundColor DarkYellow -ForegroundColor Black
            Write-Progress -Id 420 -Completed
        }
    }
}

[v-kathullac]

Hi @viswaaa ,

we would like to follow up to see if the solution provided by the super user resolved your issue. Please let us know if you need any further assistance.

If our super user response resolved your issue, please mark it as "Accept as solution" and click "Yes" if you found it helpful.

Regards,

Chaithanya

[andrewsommer · Accepted solution]

Use the REST API to see what is going on in the service.

Reports - REST API (Power BI Power BI REST APIs) | Microsoft Learn

If you need to remove reports that are no longer needed just navigate to that workspace and delete them (if you are a workspace admin). 

Power BI doesn’t have an explicit "ownership" field that controls access—artifact management is governed by workspace role assignments.

Promote/assign other users as Workspace Admins

• Go to the workspace.
• Add new users as Admins or Members so they can manage or republish the report.

Please mark this post as a solution if it helps you. Appreciate Kudos.