Recent list on service confusing when handling everything via apps

[mmcanelly]

We serve up most of our reports via Apps in the Power BI service. One of our users brought up an issue they noticed where the "Recent" tab is showing them both the Apps and the individual Reports they were looking at within the app. I thought that by handling everything through Apps, they wouldn't have direct access to the reports like this.

I tested this on my end, and in addition to showing each report in the Recent list, it's also showing some weird results with some of them showing up in "My workspace", even though they don't exist in My workspace. Here's an example:

In this example, I opened up the "Sales Reps" app, clicked through a few different reports within the app, and now this is what my Recent list shows. My questions are:

• Is there a way to prevent the individual reports from showing up on a user's Recent list, as this is confusing when they're supposed to be accessing everything via the Apps?
• Why do some reports show up with a Location of "My workspace" when that's not true?

Some additional info that might be relevant: we recently moved from Pro licensing to Fabric (and upgraded all our workspaces to Fabric/Premium). Not sure if this issue was happening prior to that.

[ibarrau · Accepted solution]

That's a problem. Yes. You can submit a ticket or write the issue at this community where you can get members and microsoft support to see the problem: https://community.fabric.microsoft.com/t5/Issues/idb-p/Issues

You can tell them that if a user opens the Apps, then use one report. Later the recently will show the report from the workspace and it's referencing wrongly a My Workspace.

I hope that helps,

[ibarrau]

Hi. You can't prevent what's showing at the Home page. You can teach your users to always open the link of the app and store it as browser favourites. That way they will open the apps menu directly.

The recent should show ok. I can't see anything wrong in mine. What happen if you click at pricing complaints at My workspace. Does it open a report without a workspace id in the url? if it does, then it exists correctly. It could have been removed recently too and that's why it's still there. If you click it and an error is shown, share that with us.

Changing the capacity might mess the recent but only for that day you changed it. In the following days using the portal that should change it and make it work it properly.

I hope that helps,

[mmcanelly]

I just noticed that after a few minutes the "My workspace" location listed changed to "Sales Reps App". When I click on the Pricing Complaints report, it brings up just that report (not the app it's in), and shows the workspace ID in the URL. Ideally I would not want users having the ability to directly access individual reports in this way when we're trying to force them to use the apps.

[ibarrau]

Well. Consider that the recent is different for each user. They see whatever they have opened recently. If you only share access through the app and they open like that, they won't see a report in there. The my workspace is for them so you can't control what they publish in there, you can build a culture of practices to prevent that, but you can't change the Recent menú at the portal.

I hope that helps,

[mmcanelly]

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@ibarrau wrote:

If you only share access through the app and they open like that, they won't see a report in there

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This is exactly the issue we're having -- users are opening the app, not the individual reports, but the individual reports are showing up on their Recent list. I'm trying to prevent that because none of them usually open reports directly and this is confusing when they show up on everybody's Recent list.

[ibarrau · Accepted solution]

That's a problem. Yes. You can submit a ticket or write the issue at this community where you can get members and microsoft support to see the problem: https://community.fabric.microsoft.com/t5/Issues/idb-p/Issues

You can tell them that if a user opens the Apps, then use one report. Later the recently will show the report from the workspace and it's referencing wrongly a My Workspace.

I hope that helps,

[mmcanelly · Accepted solution]

I submitted a ticket to Microsoft support for this, and they confirmed that what we're seeing with the Recent list is the intended behavior of that list, and there's nothing we can do to customize it.

[v-achippa]

Hi @mmcanelly,

Thank you for reaching out to Microsoft Fabric Community.

Thank you @ibarrau for the prompt response. 

As we haven’t heard back from you, we wanted to kindly follow up to check that have you raised a support ticket or in the Issues forum?

Thanks and regards,

Anjan Kumar Chippa