Forum Discussion
Post ProdigyReceiving emails to access report
Those emails are automatically generated by Power BI Service when a user attempts to access a report without having the required permissions.
This usually happens when:
A report link has been shared (intentionally or unintentionally), or
The report is embedded in Teams/SharePoint, or
Someone with access shared the report and allowed re-sharing.
Even if the user cannot open the report, Power BI will still show the “Request access” option, which triggers the email.
To reduce or prevent this:
Review Manage permissions on the report and dataset
Make sure users who can share content do not have “Reshare” permission if that’s not intended
Prefer distributing content via Power BI Apps and security groups rather than sharing individual report links
This helps avoid unexpected access requests and keeps permissions easier to manage.
Super UserHi stribor45
Those access request emails are expected behavior. Users are seeing the report because they either have workspace-level access (Viewer or higher), received a direct link, or the report is discoverable via the workspace/app. When they click the report without permission to the underlying semantic model, Power BI automatically triggers an access request email. The clean way to manage this is to stop granting direct report access and instead control access at the semantic model level using security groups, then distribute content via a Power BI App. Also disable ad-hoc access requests where possible and rely on group-based access only — this eliminates random approval emails and keeps access predictable and auditable.
