License and workspaces

[Maha16]

Hi ,

 Two developers are there in the team of 10 members. So they two members having pro license, so that they can publish the report. Other members are not having any licences. So what are the license and workspaces required to publish the report by two of them and viewed and interact it by other team members. And after getting required licence and workspaces, how to share that link to collegues. And   am lil  confused by premium workspace and workspace of premium capacity. Can you tell the main differences between these two.

[suparnababu8 · Accepted solution]

Hi @Maha16 

To ensure your team can publish, view, and interact with Power BI reports, here’s what you need to understand--

Licenses
Power BI Pro Licenses: The two developers who will publish reports need Power BI Pro licenses.
Power BI Free Licenses: The other team members can use free licenses if the content is stored in a Premium capacity workspace.

Workspaces:
Pro Workspaces: These are shared workspaces where content can be created and shared by users with Pro licenses. However, users with free licenses cannot access content in Pro workspaces.
Premium Capacity Workspaces: These allow users with free licenses to view and interact with the content. You need to assign your workspace to a Premium capacity for this to work.

Pls follow beloe steps to Share Reports

--Create a Workspace: The developers with Pro licenses create a workspace in Power BI.
-- Assign Workspace to Premium Capacity: Ensure the workspace is assigned to a Premium capacity. This allows users with free licenses to access the content.
--Publish Reports: The developers publish the reports to the Premium capacity workspace.
--Share the Link: Once the reports are published, you can share the link to the reports with your colleagues. They will be able to view and interact with the reports if they have the necessary permissions.

If you need additional info pls go through the below documentation

https://learn.microsoft.com/en-us/power-bi/consumer/end-user-license
https://www.microsoft.com/en-us/power-platform/products/power-bi/pricing

Thaks!!

[rajendraongole1]

Hi @Maha16 - In your scenario, where two team members have Power BI Pro licenses and the rest of the team doesn’t, here’s how the licensing and workspace setup works, along with a breakdown of the difference between a Premium workspace and Premium capacity.

A Premium Workspace is simply a workspace, and if it’s not in Premium capacity, everyone needs a Pro license.

A Workspace in Premium Capacity allows users without Pro licenses to view shared content, making it a cost-effective way to share reports with a larger group without requiring everyone to have Pro licenses.

The other eight members of the team, who don’t have Pro licenses, can only view and interact with the reports if the reports are hosted in a Premium Capacity Workspace.

Important: If the workspace is in Premium capacity, the eight users will not require a Pro license to view the reports. However, if the workspace is not in Premium capacity, then all users (including viewers) would need a Power BI Pro license to view shared reports.

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