Publish to Theme Gallery

[msamhassan]

Hi Guys

I need some help in uploading my dashboards to the theme gallery and then share my reports to my clients so they can view it.

1- I have signed up for Power bi 365 Standard so I can get a work email. ( I didnt have a work email before).

2- Published my dashboard to the share point.

3- When I them to upload my dashboard to the theme gallery, it says to give a url. I guess this url I can get by embed codes.

4- I went to my admin settings and saw that its already enabled.

A) Now I am unsure what I need to do next

B) Was there a need to sign up to Micorosoft 365 standard or I could had done these things using my Microsoft family subscription?

C) Will I be able to share my whole dashboards to my clients if I upload to the theme gallery?

D) Do they need to have a pro license in order to see my portfolio

E) Is there any other work around of sharing my portfolio to the clients.

Thanks guys for the help

[rohit1991]

Hi @msamhassan ,

A) What to Do Next?

Since you have already published your dashboard to SharePoint and enabled embed codes in Admin Settings, the next step is to generate a public URL for embedding. You can do this by:

1. Go to Power BI Service → Select your dashboard/report.
2. Click on File → Embed Report → Publish to Web (public).
3. This will generate a URL that can be used in the Theme Gallery submission.
4. If the Theme Gallery requires a direct link, try embedding the Power BI Report URL in SharePoint and provide that as the link.

B) Was Signing Up for Microsoft 365 Standard Necessary?

No, signing up for Microsoft 365 Standard was not mandatory for publishing reports. A Microsoft Family Subscription does not support business-level Power BI Sharing, but you could have signed up for a Power BI Pro or Free Account using a free Outlook email or an organizational email from another provider. However, having a work email can be useful for collaborating with teams in Power BI Service.

C) Can Clients View the Dashboard in the Theme Gallery?

If you upload your report to the Theme Gallery, clients may be able to see the report only if they have access to the shared link. However, the Theme Gallery is primarily for sharing report design templates, not necessarily for interactive dashboards. If you need clients to interact with your report, publishing via Power BI Service and sharing links would be a better approach.

D) Do Clients Need a Pro License to View Your Dashboard?

Yes, clients need a Power BI Pro license to view reports if they are shared via Power BI Service in a Pro workspace. However, if you have a Power BI Premium workspace, users can view the reports for free without needing a Pro license. If you use "Publish to Web" (public), anyone with the link can view the dashboard without a Power BI license.

E) Other Ways to Share Your Portfolio with Clients?

If your goal is to share your work portfolio with clients without requiring them to have a Power BI Pro account, consider these options:

1. Use "Publish to Web" – Generates a public URL that anyone can access.
2. Embed in SharePoint or Website – If clients have access to SharePoint, you can embed the dashboard there.
3. Export as PDF or PowerPoint – If interactivity isn’t needed, you can export the report and send it as a PDF or PowerPoint file.
4. Use Power BI Embedded – If you want full control, embedding the dashboard in a website or application using Power BI Embedded allows for custom authentication without requiring Pro licenses.

Final Recommendation

If your goal is publicly showcasing your dashboards, use "Publish to Web" or embed them on your portfolio website. If you need secure client sharing, go for Power BI Service with Pro licenses or upgrade to Power BI Premium to allow free access for external users.

[M-Mortazavi]

I have a problem in uploading a them. It asks for a json file that I don't know where I should get this file.

Have any clue?

[Greg_Deckler]

@msamhassan If I understand correctly, you need to publish your report to the Service and then use Publish to Web to generate your link.

[msamhassan]

Yes thats correct but also want to explore if there is any other way to show my portfolio to the clients.