Problem accessing the BI report by my users

[Anonymous]

Hi all,

i have an urgent problem with my team member not able to access a report i shared with him.

following is the error.

I use pro account for development. and my users use free orgnization accounts.

Many users are using my dashboards and reports but only few reported this problem. I appreciate your help

[Burningsuit · Accepted solution]

Hi @Anonymous 

If your other "Free" users are viewing your dashboards and reports, then you must have those dashboards and reports on a Premium Capacity Workspace. "Free" users should be able to view content that is shared with them through their "Shared With Me" area, or Power BI Apps built from a Premium Capacity workspace.

This Upgrade message is usually only shown when the Free users are trying to access something outsiode of those areas, for instance trying to access content in a Workspace, or trying to do something else that requires a Pro licence. You'll need to identify how the content is being shared, and what the users are doing when they get this message, and also whether these are users are inside your Power BI tenant, or outside the tenant.

Hope this helps

Stuart

[Anonymous · Accepted solution]

Hi Stuart,

I want to understand 1 last thing. 

when i bought Powerbi for the company my understading was as follows:

1. Developer will make reports and dashboards and publish to service. the Dev must use a pro lisnece to achieve this.

2. developer can share the report to any user within the orgnization (with free lisence). Say i have a pro account with my domain, majeed@xyz.com. when i share this with my user john@xyz.com , John will view the report & dashboards for free. I will not need to buy a pro account for him. but as a free user he will not be able to create and share reports from his account. 

as per above scenario, all my users with @xyz.com should see the reports i share without any issue.

please correct me if anything above is wrong. 

[Anonymous]

issue is not resolved yet. by mistake i clicked on Accept as Solution 😥

[Burningsuit · Accepted solution]

Hi @Anonymous 

If your other "Free" users are viewing your dashboards and reports, then you must have those dashboards and reports on a Premium Capacity Workspace. "Free" users should be able to view content that is shared with them through their "Shared With Me" area, or Power BI Apps built from a Premium Capacity workspace.

This Upgrade message is usually only shown when the Free users are trying to access something outsiode of those areas, for instance trying to access content in a Workspace, or trying to do something else that requires a Pro licence. You'll need to identify how the content is being shared, and what the users are doing when they get this message, and also whether these are users are inside your Power BI tenant, or outside the tenant.

Hope this helps

Stuart

[Anonymous]

Hi, and thank you for your reply.

1. I am not using premium capacity. I am publishing on PowerBI service. and giving access to my users.

2. My users are going to "Shared with me" section. 

3. Users are inside the tenant. (we all share the same domain. nothing is outside the tenant).

4. my users login to their account, go to "Shared with me", then click on the report that i already gave access to. Its the same method everyone uses to access their reports.

Still this one user is getting the error message 

Please advise what to do

[Burningsuit]

Hi @Anonymous 

If you are not using a Premium Capacity licence, anyone you share with will need a Pro licence to view the report.

It is possible in this instance that your users are accepting the Pro trial licence, which will allow them to view the Report for 60 days, or they already have a Pro licence (They may have got one through an Office 365 E5 licence, which includes a Pro licence) The user with this error does not have a Pro licence and so is offered a Trial.

But if all you've got is a Pro licence, not backed by Premium Capacity, users you share with need a Pro licence to view the Report through "Shared with me", your other users must have one through some method, and this user does not.

Hope this helps

Stuart

[Anonymous · Accepted solution]

Hi Stuart,

I want to understand 1 last thing. 

when i bought Powerbi for the company my understading was as follows:

1. Developer will make reports and dashboards and publish to service. the Dev must use a pro lisnece to achieve this.

2. developer can share the report to any user within the orgnization (with free lisence). Say i have a pro account with my domain, majeed@xyz.com. when i share this with my user john@xyz.com , John will view the report & dashboards for free. I will not need to buy a pro account for him. but as a free user he will not be able to create and share reports from his account. 

as per above scenario, all my users with @xyz.com should see the reports i share without any issue.

please correct me if anything above is wrong. 

[Burningsuit · Accepted solution]

Hi @Anonymous 

Sadly, yours is a common misconception.

With just a Pro licence, the Pro user can only share Reports and Dashboards with others with a Pro licence. This applies both within the domain and outside it. If all you have is a Pro licence everyone needs a Pro licence to securely view your reports. 

Only Reports and Dashboards in a Premium Capacity Workspace can be shared with others who have a Free licence. It is detailed in the Microsoft Documentation. 

See: Types of licenses for Power BI business users - Power BI | Microsoft Docs

The only other option in this scenario is to use "Publish to Web" as the Pro licence holder. This places the Report on a publicly facing web-server accessible to everyone. However this is not secure and should not be used if the Report contains confidential or proprietary information.

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

Hope this helps

Stuart

[Anonymous]

Ok Stuart, i appreciate your help.

[Anonymous]

Hello Stuart, thank you for your support. i will give this info to our admin and update you, if the issue is resolved i will come back in few hours and close this thread. I appreciate your unmatched support