Premium workspace

[Maha16]

Hi,

•  I have created power bi report in desktop version and published to "my workspace". And after that, copied the browser url of my power bi report and shared it with my colleagues. And i gave them access to the report through manage permission.  Some    can able to view and interact with report by clicking on that url.But only I can able to do the "on demand  refresh " . If I published the report to premium workspace, whether  they all can do on demand refreshes?.
• And some can't able to open the power bi report by clicking on that browser url which I sent. They are getting error like " organisation doesn't allow it's users to purchase microsoft fabric free? Will they need any license to view and interact with reports?

[Anonymous · Accepted solution]

Hi, @Maha16 

The premium capacity workspace mentioned by @rajendraongole1  here is the same thing as your premium workspace. Your colleagues can access reports without a license. If you want them to be able to refresh on demand, they have to be in the role of a member or Contributor of the workspace at the very least.

If you want to share it with users outside the organization, you can try this method：

https://docs.microsoft.com/power-bi/admin/service-admin-azure-ad-b2b

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: use Power BI Premium, assign a Power BI Pro license, get a Premium Per User (PPU) license, or use the guest's Power BI Pro license.

There is another way to share for external users, publishing to the web. However, when you use Publish to web, anyone on the Internet can view your published report or visual. This method is not safe.

Publish to Web: Publish to web from Power BI - Power BI | Microsoft Docs

Best Regards,

Community Support Team _Charlotte

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[suparnababu8]

Hi @Maha16 

When you publish a report to a Premium workspace, users with the appropriate roles can perform on-demand refreshes. Here’s how it works:

Roles Required for On-Demand Refresh:
Admin, Member, or Contributor: Users assigned any of these roles in the Premium workspace can perform on-demand refreshes.
Viewer: Users with the Viewer role cannot perform on-demand refreshes.
Viewing and Interacting with Reports
For your colleagues to view and interact with the reports, they need the appropriate licenses and permissions:

Licenses:
Power BI Pro or Premium Per User (PPU) License: Users need one of these licenses to view and interact with reports in a shared workspace.
Free License with Premium Capacity: If the workspace is in a Premium capacity, users with free licenses can view and interact with the reports.
Error: “Organization doesn’t allow its users to purchase Microsoft Fabric free”:
This error indicates that your organization has disabled self-service sign-up for Microsoft Fabric free licenses. Users will need to be assigned a Power BI Pro or PPU license by an admin to access the reports.

[zenisekd]

Hi, 

several roles can refresh datasets depending on their permissions. Here are the primary ones:

1. Dataset Owner: The person who owns the dataset (typically the one who published it) can configure and manually refresh the dataset.

2. Workspace Admin: Users with Admin rights in a Power BI workspace can refresh all datasets within that workspace.

3. Member and Contributor Roles: Both Members and Contributors in a workspace can also refresh datasets. Contributors can refresh any dataset, and Members have almost full access, including dataset refresh.

4. Scheduled Refresh: If a scheduled refresh is set up, Power BI will refresh the dataset automatically based on the schedule without requiring manual intervention. The ability to set up scheduled refreshes typically belongs to the dataset owner or workspace admins/members.

5. Capacity Admin (for Premium capacities): In Power BI Premium workspaces, the capacity admin can control dataset refreshes at a more granular level, including managing refreshes across multiple datasets.
   
   In general, it is a bad practice to create a report in your personal workspace and share it and use it. You should create a regular workspace. 

Concerning the sharing and access, if you share a report, the users should have a licence, unless you have a premium capacity (which is expensive and is not the same as premium workspace). So the users need to have PRO licence or higher. There is also an option of publicly sharing the report to web. 

[rajendraongole1]

Hi @Maha16 -For on-demand refreshes: Move the report to a Premium Workspace and give your colleagues Member or Contributor roles so they can refresh the data.

For license-related errors:

• Ensure all colleagues have the appropriate Power BI Pro licenses to view shared reports.
• Alternatively, publish the report to a Premium capacity workspace so that users with a free license can access it without the need for a Pro license.

Let me know if you need further clarification on any steps!

Power BI/Fabric Free Accounts - Microsoft Fabric Community

Enabling Fabric Trial - Microsoft Fabric Community

Solved: Cannot use Microsoft Fabric trial - Microsoft Fabric Community

Your organization doesn't currently allow its user... - Microsoft Fabric Community

[Maha16]

Thanks for the info. One clarification required. Is premium capacity workspace and premium workspace are same or different.. if I publish to premium workspace, all my colleagues can able to view and interact without getting any errors

[rajendraongole1 · Accepted solution]

Hi @Maha16 - Premium Capacity is the infrastructure, while a Premium Workspace is a workspace hosted on that infrastructure.

If you publish to a Premium Workspace, as long as the workspace is tied to Premium Capacity, your colleagues can view and interact with the reports without errors even if they have a free license.

Hope this helps.

[Anonymous · Accepted solution]

Hi, @Maha16 

The premium capacity workspace mentioned by @rajendraongole1  here is the same thing as your premium workspace. Your colleagues can access reports without a license. If you want them to be able to refresh on demand, they have to be in the role of a member or Contributor of the workspace at the very least.

If you want to share it with users outside the organization, you can try this method：

https://docs.microsoft.com/power-bi/admin/service-admin-azure-ad-b2b

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: use Power BI Premium, assign a Power BI Pro license, get a Premium Per User (PPU) license, or use the guest's Power BI Pro license.

There is another way to share for external users, publishing to the web. However, when you use Publish to web, anyone on the Internet can view your published report or visual. This method is not safe.

Publish to Web: Publish to web from Power BI - Power BI | Microsoft Docs

Best Regards,

Community Support Team _Charlotte

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.