Identifying all reports shared outside the organization

[Bipin-Lala]

Is there a way to idenitfy all the reports that are shared outside the organization tenant?

The solution may use anything, Power BI/ Fabric APIs, read-only Admin APIs, activity logs etc.

[Tutu_in_YYC]

Power bi scanner api can grab the permissions list of power bi items for all the users, and audit log will have the data to tell you if they are actually consuming pbi items. Caveat: may not work if you use power bi embedded

[Bipin-Lala]

Hi @Tutu_in_YYC ,

Yes, we are already utilizing the Power BI Scanner API to collect tenant catalog data, including permissions.

We sort of have a solution that involves identifying externally shared reports by combining Power BI Activity logs with catalog data. The activity logs capture various operations performed on any tenant artifacts, including report viewing operations, which can be filtered to spot views by users not belonging to our organization, which does give us a good start.

However, we’re exploring if there’s a more comprehensive method. Does Power BI offer any logs or activities that directly track actions by external users, or is there another solution for this?

[Tutu_in_YYC]

We basically use those collected data, filter it to email domains that are not ours, and visualize in power bi. We run the pipeline weekly, so we can continuosly monitor the activities. This fulfils our external tracking requirements: Who/what/when/where and some other details

What other considerations/requirements that you might have in mind?

[lbendlin]

before you go there = can you confirm that that setting is actually enabled in the Admin Center?

[Bipin-Lala]

Hi @lbendlin ,

Yes, the reports are being shared externally. People can and are sharing reports with guest users onboarded/ invited to our AD. We have the settings enabled in the Admin Portal. That's why we are first looking to identify the list or reports that are shared outside the organization.