Looking for help on how to structure Power BI and Power Automate for multiple users/orgs.

[Dan0123456789]

Hello. Hopefully this is the most appropriate forum for this question. 🙂

I'm not even sure how to phrase my question in a way that is easy to unerstand, but here goes nothing...

I have a Power BI Premium per user account (the $20/month version), and I am able to use PBI Desktop to connect to different datasets from different orgs to create reports/dashboards. I want people at each of those orgs to be able to 1) view their PBI reports online and 2) receive scheduled reports via email. Should I try to use a single Power BI Premium license and create Workspaces for each org (is there a limit?), so that they can view their own reports? OR... should I help each org to set up their own isntances of Power BI and share each of their reports to their own instance. Keeping in mind that these are all non profits and therefore egligible for the non profit pricing. I'd also like things to be as easy as possible for the users, as most aren't in technical/computer jobs. 

Additionally, when it comes to schedueling reports to run and send via email with Power Automate, should I have each org use their own PA license for the automation (I'd have to login and set things up in each account), or can I use one PA license (mine) and one PBI Premium license (mine) and do all of the sharing/automation from there.

I'm open to suggestions. Thanks for the help!  

[Dan0123456789]

Thanks for the reply Watsky. To answer your questions:

1. These are sepearte non profit orgs, with no relation to one another.

2. I currently have a PPU license on my own tenant.

3. The orgs do not currently have any type of Power BI license (this is part of what I need to get figured out to help them)

4. I think the number of users who will need access will depend on the individual org. It might just be 1 user per, but could be multiple, not likely to exceed 5. 

After a little bit more research, it appears that schedueling an emailed Power BI report as a PDF with Power Automate is only an option for Per Capacity license, so that won't be an solution I can use (unless I set up paginated reports). 

On the Power BI side, I think the best option could be to have each org acquire theirn own license, likely Pro for each user who needs to view Power BI reports. It's only $3 per month at the non profit price. The can log into PBI and get their reports. Pretty simple.

However, what if I'm helping each org to set up reports, at least initially. Can their licensed account give me access to publish to a Workplace within their tenant, if I'm a licensed user on a diffferent tenant?

[Watsky]

Hey  @Dan0123456789 , 

You would have to be licensed on the same tenant. 

[Watsky]

Hey @Dan0123456789 ,

I have some follow-up questions for you.

• So when you say orgs are you saying that each org is a seperate entity that does not have any relation to one another? For instance three (3) different companies. Or, is this one company that has different orgs within it?
• So you have a PPU license is that on your own tenant or is it within one of the orgs tenant?
• Do any of the orgs have Premium Capcity or are none setup for that?
• How many users will need to access the reports in total (for each org)?

As for your PA question. That will depend on the end result of which Power BI service the data ends up in. For instance you would need to be licensed within an orgs tenant if the data you're refreshing is stored in the orgs tenant.

You should know that if you have a PPU and no one else has one then no one will be able to view the reports you create unless they too have a PPU license within your tenant. If these are large orgs then it's probably more cost effective to do a Premium Capcity than licensing each user on PPU. The question will be then, if you want to keep everything on your end then do you setup a Premium Capcity that you reside over for all or will each org need to do their own? 

Power BI Premium Per User - Power BI | Microsoft Docs

One thing to note is that you can have multiple capacties within one (1) tenant. For instance if I pay for a P3 SKU  I don't have to setup my capacity as a P3 (32 v-cores). I can setup four (4) P1 (8 v-cores). By setting up different capacities that way you could assign users from each org to their own capcity where they would not be able to see the other capcities.