Power BI gateway doubt

[YashikaAgrawal]

Hi Guys,

Iam attaching one screenshot. We are working on tenant migration from tenant A to tenant B.

In tenant B, we created a new Virtual machine Power BI server.

Like 5 users, use the Oracle datasource, in this case, should i go and add them manually in "Manage Users"

Thanks,

[R1k91 · Accepted solution]

Yes you need to add them here so they map their semantic models to this data source when they publish and yes, using security group is a valid option to lower manual effort in the fabric tenant. We use that approach for our customers.

[v-kpoloju-msft]

Hi @YashikaAgrawal,

Thank you for reaching out to the Microsoft Fabric Community Forum. Also, thanks to @Poojara_D12, @tayloramy, @R1k91,  for those inputs on this thread.

Has your issue been resolved? If the response provided by the community member @Poojara_D12, @tayloramy, @R1k91,  addressed your query, could you please confirm? It helps us ensure that the solutions provided are effective and beneficial for everyone.

Hope this helps clarify things and let me know what you find after giving these steps a try happy to help you investigate this further.

Thank you for using the Microsoft Community Forum.

[v-kpoloju-msft]

Hi @YashikaAgrawal,

Just wanted to follow up. If the shared guidance worked for you, that’s wonderful hopefully it also helps others looking for similar answers. If there’s anything else you'd like to explore or clarify, don’t hesitate to reach out.

Thank you.

[Poojara_D12]

Hi @YashikaAgrawal 

Yes, every user (or a group containing them) must be added under the Gateway  -  Manage Users for each datasource.
Rebuilding the gateway in Tenant B means Power BI treats it as brand-new, so no access permissions come across from Tenant A. Even if the datasource configuration is identical, users are NOT automatically authorized to use it.

Add a Security Group

This is the clean, scalable, no-nonsense approach.
You add one Azure AD group to the datasource, put those 5 users inside the group, and you're done.
If people join/leave later, you manage only the group — not the gateway.

[tayloramy]

Hi @YashikaAgrawal, 

If you want users to be able to create new connections, then they need to be added as a connection creator on the gateway itself. 
If you just want them to be able to access specific connections, you can share just the connections with them. 

If you found this helpful, consider giving some Kudos. If I answered your question or solved your problem, mark this post as the solution. 

[YashikaAgrawal]

Hi @tayloramy Is this the option, are you referring?  Thanks

[tayloramy]

Hi @YashikaAgrawal, 

Yes, that is where you can add someone as a connection creator on the gateway. 

If you found this helpful, consider giving some Kudos. If I answered your question or solved your problem, mark this post as the solution. 

[R1k91 · Accepted solution]

yeah that one.
that screenshot comes from here

with all the roles for both gateways and connections described.
for both setup you can use security group.

[YashikaAgrawal]

---

@tayloramy wrote:

Hi @YashikaAgrawal, 

If you want users to be able to create new connections, then they need to be added as a connection creator on the gateway itself. 
If you just want them to be able to access specific connections, you can share just the connections with them. 

If you found this helpful, consider giving some Kudos. If I answered your question or solved your problem, mark this post as the solution. 

---

Thank you for the reply. @tayloramy 
Where is this option, connection creator, can you please specify.

Thanks,

[R1k91]

I'm not sure I got you 100%, I don't know what you mean with "Power BI server":
- Power BI Report Server is a SQL Server component to run paginated and dynamic report on-prem

- On-prem data gateway is the service to make Power BI Service communicating with on-prem

anyway, if you migrate across tenants (i.e. moving power bi  from @contoso.com to @wwi.com) you don't migrate the gateway you'll have to create a new one since the tenant is different, therefore you should reacreate everything on the new tenant (datasources included and users assignement included).
on the other side, if you stay in the same tenant and you only change machine you can migrate the gateway with the migration process (you need the recovery key which you used during the first installation).

https://learn.microsoft.com/en-us/data-integration/gateway/service-gateway-migrate?wt.mc_id=MVP_4491...

There are probably different nuances if the tenants are federated. Are they federated?

If I didn't get your case, please explain it better.

[YashikaAgrawal]

thank you for the reply.

To clarify – when I mentioned “Power BI server,” I was referring to the On-premises Data Gateway, not Power BI Report Server.
For our tenant migration to Tenant B, we have:
a. Created a new dedicated VM
b. Installed a new On-premises Data Gateway on that VM
c. Configured the required Oracle and SQL Server data sources
d. This gateway is registered under the new tenant (Tenant B)
Since gateways cannot be migrated across tenants, we rebuilt everything from scratch on the new VM, including data sources and user access.
Please let me know if this clarifies the setup.

My question was:
If we have 5 users who publish/use reports with the Oracle data source through this gateway, do all 5 users need to be added under the Gateway → “Manage Users” section?
Should we add them here i.,e by
Adding them individually under “Manage Users”, or
Adding a security group that contains these users.
Please confirm if this is correct for our setup.

[R1k91 · Accepted solution]

Yes you need to add them here so they map their semantic models to this data source when they publish and yes, using security group is a valid option to lower manual effort in the fabric tenant. We use that approach for our customers.