Forum Discussion

masplin's avatar
masplin
Impactful Individual
2 months ago
Solved

Permissions for exporting data/analyze in excel

I have a user for whom the "Save as Report" option when exploring is greyed out. Also if they click the 3 dots next to a report in the work space there is not analyze in excel option

 

I checked the admin portal and seems the right options are selected

 

In the pbix under report settings i have the allow users to export data with current layout, summarized and underlying data selected. 

 

What else would be stopping him form being able to use Analyze in Excel? 

 

On a related subject if you use the expore button and create a new report can that be exported ot excel liek a visual from the main report can be or only saved as a report? I cant see any option.

 

Thanks

 

 

Need Help
  • Parchitect's avatar
    Parchitect
    2 months ago

    I wouldn't do the way you did, as anyone with the link can get build permission and access.
    Either you give the person a workspace contributer role. 

    Or give permission without inviting them into the workspace:

     

     

     


    Best regards
    Parchitect

6 Replies

    • masplin's avatar
      masplin
      Impactful Individual
      2 months ago

      Can see where to manage their role.  In the workspace nexct othe report I can click Manage Permissions then direct access i see the user Mike Kay is workspace Viewer.  How to I change that?

  • Parchitect's avatar
    Parchitect
    Solution Sage
    2 months ago
    Hi masplin,

     

    The tenant settings in your screenshot look enabled, so I would first check the user’s permissions and license rather than the export setting itself.

     

    For Analyze in Excel, the user normally needs Build permission on the semantic model, or at least Contributor role in the workspace where the semantic model is located. Microsoft also lists Build permission as a requirement for working with Power BI semantic models in Excel.
    https://learn.microsoft.com/en-us/power-bi/collaborate-share/office-integration/service-connect-excel-power-bi-datasets

     

    I would check:
    1. Does the user have Build permission on the semantic model?
    2. Is the semantic model in a different workspace from the report?
    3. Is the user only Viewer in the workspace/app?

     

    For the greyed out “Save as Report” option in Explore, I would also check whether the user has permission to create/save content in the target workspace. Explore can be available for ad-hoc analysis, but saving the result as a report may require additional workspace permissions.

     

    Microsoft’s Explore documentation also notes that Explore can work with View permission in some cases, unless restricted by tenant settings, but Build permission may be required depending on the artifact and tenant configuration.
    https://learn.microsoft.com/en-us/power-bi/explore-reports/explore-data-service

     

    So I’d test in this order:
    - Give/check Build permission on the semantic model
    - Confirm the user can create/save content in the workspace
    - Test Analyze in Excel again
    - Test Explore → Save as Report again

     

    If those permissions are correct and it is still greyed out, then it may be worth checking whether Explore is behaving correctly in your tenant, since it is still a preview feature.
     
    • masplin's avatar
      masplin
      Impactful Individual
      2 months ago

      is this the right place to give build permission to a specific person? I clicked share and then send this just to his email

       

      i'm not sure where you see a users permissions?

      • Parchitect's avatar
        Parchitect
        Solution Sage
        2 months ago

        I wouldn't do the way you did, as anyone with the link can get build permission and access.
        Either you give the person a workspace contributer role. 

        Or give permission without inviting them into the workspace:

         

         

         


        Best regards
        Parchitect