Power BI Reports & External Users

[Pfin]

I have been building Power BI reports, dashboards, etc... for use within our organization for some time. Now there are some dashboards we would like to provide to users outside of our organization. Where can I find information on this process from how this all works? From costs to licensing related to external users to report/data security?  The reports/dashboards are NOT embedded within a web page, but just having external users outside of our organization have the ability to access our reports/dashboards. I've been searching but I get so many "close" results but for some reason it's never the starting point. Thank you!

[Anonymous]

Hi  @Pfin ,

Thanks for the nice reply from lbendlin .

Power BI enables sharing content with external guest users.This allows you to share content with external guest users that they can then access in their own home tenant. You need to enable the ‘Invite external users to your organization’ feature in the Power BI admin portal before inviting guest users. After an external user accepts the invite, they become a Microsoft Entra B2B guest user in your organization. Guest users only require invitations the first time you invite them to your organization. To invite users, use planned or ad hoc invites.

As for license,the guest user must have the proper licensing in place to view the content that you shared. There are a few ways to make sure the user has a proper license:

1.Use Power BI Premium capacity.
2.Assign a Power BI Pro or a Premium Per User (PPU) license.
3.Use a guest's Power BI Pro or PPU license.

Pricing & Product Comparison | Microsoft Power BI

For Data Security ,please ensure that each supplier sees data only about its own products, you can use user-based security and dynamic row level security with Power BI.

For more detailed information, you can refer to Distribute content to external guest users with Microsoft Entra B2B - Power BI | Microsoft Learn

Best regards.
Community Support Team_Caitlyn

[lbendlin]

You have two choices. 

a) Share with them as external users. They require Pro licenses in their tenant to do that. Default cost $10 per user per month.

Or b) - invite them as guest users into your company AD. Then they do not need any license as long as the content is shared with them via the app.