Report Sharing

[Thaumaturgist]

What is the Microsoft intended method for end users to view reports in Power Bi Service? Are they meant to go to workspaces to find reports or apps or another method? Please reference sources to back up your answer.

[MasonMA · Accepted solution]

Hello @Thaumaturgist 

As on Microsoft Learn, 

"

• Reports can be viewed by using a Power BI app: Content stored in a nonpersonal workspace can be published to a Power BI app. A Power BI app is a more user-friendly experience than viewing reports directly in a workspace. For this reason, using a Power BI app is often the best choice for distributing content to consumers. Audiences for a Power BI app are flexible. However, sometimes your goals for how to distribute content with an app are a factor in determining how to organize content in or across workspaces. For more information about securing Power BI apps, see Report consumer security planning.
• Reports can be viewed directly in the workspace: This approach is often appropriate for informal, collaborative workspaces. Workspace roles define who can view or edit the content contained in a workspace. For more information about workspace roles, see Content creator security planning.
• Reports can be shared: Use of per-item permissions (links or direct access) is useful when you need to provide read-only access to a single item in a workspace. We recommend that you use app permissions and workspace roles more frequently than sharing because they're easier to maintain. For more information, see Report consumer security planning.
• Reports can be embedded in another application and viewed in the application: Sometimes the intention is for consumers to view Power BI content embedded in another application. Embedding content is useful when it makes sense for the user to remain in the application to increase efficiency and stay within its workflow.

"

Apparently Power BI Apps are the recommended way to package and distribute content to consumers. For enterprise-scale sharing, users should access content through Power BI Apps, which provides end users with better navigation, controlled permissions, and a focused user interface.

Hope this helps:)

[rohit1991 · Accepted solution]

Hi @Thaumaturgist ,

The main, intended way for end users to view reports in Power BI Service is through Power BI Apps.

• You can package up one or more reports and dashboards into an App, then publish it to your users.
  
  

• Apps are designed to give people a clean, focused experience without the clutter of workspaces or editing rights.
  
  

• It’s also way easier to manage access and keep things organized as your content grows.
  
  

Other supported ways include:

• Sharing individual reports directly (for a small group or quick ad-hoc needs)
  
  

• Giving people Viewer access to a workspace (more for teams or internal collaboration)

• Exporting to PDF/PowerPoint (for static, offline sharing)
  
  

• Embedding reports in your own portal/app, or using “Publish to web” (only for public data!)
  
  

But for most organizations, Power BI Apps are what Microsoft recommends for distributing content to larger
audiences.

[MasonMA · Accepted solution]

Hello @Thaumaturgist 

As on Microsoft Learn, 

"

• Reports can be viewed by using a Power BI app: Content stored in a nonpersonal workspace can be published to a Power BI app. A Power BI app is a more user-friendly experience than viewing reports directly in a workspace. For this reason, using a Power BI app is often the best choice for distributing content to consumers. Audiences for a Power BI app are flexible. However, sometimes your goals for how to distribute content with an app are a factor in determining how to organize content in or across workspaces. For more information about securing Power BI apps, see Report consumer security planning.
• Reports can be viewed directly in the workspace: This approach is often appropriate for informal, collaborative workspaces. Workspace roles define who can view or edit the content contained in a workspace. For more information about workspace roles, see Content creator security planning.
• Reports can be shared: Use of per-item permissions (links or direct access) is useful when you need to provide read-only access to a single item in a workspace. We recommend that you use app permissions and workspace roles more frequently than sharing because they're easier to maintain. For more information, see Report consumer security planning.
• Reports can be embedded in another application and viewed in the application: Sometimes the intention is for consumers to view Power BI content embedded in another application. Embedding content is useful when it makes sense for the user to remain in the application to increase efficiency and stay within its workflow.

"

Apparently Power BI Apps are the recommended way to package and distribute content to consumers. For enterprise-scale sharing, users should access content through Power BI Apps, which provides end users with better navigation, controlled permissions, and a focused user interface.

Hope this helps:)

[SamWiseOwl]

There are several methods.

Free

Export to PDF: https://learn.microsoft.com/en-us/power-bi/collaborate-share/end-user-pdf?tabs=powerbi-service
In Power BI Desktop or in Power BI Service export the file to PDF

Share PDF with your users.

You can also set up a Subscription to auto email users pdf (Premium Per user plus liscence)

https://learn.microsoft.com/en-us/power-bi/collaborate-share/end-user-subscribe?tabs=creator

Export or embedd to Power Point: https://learn.microsoft.com/en-us/power-bi/collaborate-share/end-user-powerpoint

Publish to Power BI

Export to Power Point similar to a PDF

Or Embedd the Power BI report into the Power Point for live presentations

Share the PBIX file:

Create the Report

Send PBIX file to end user (will need Power BI Desktop installed)

Publish to web: https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-publish-to-web
Authorised user can create free embedd code

Anyone with the link can access

Should not be used with sensitive data

Example: https://www.devon.gov.uk/roads-and-transport/safe-travel/road-safety/collision-data/

Pro or Premium per user

Direct sharing: https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-share-dashboards
Publish the report to Power BI Service (Pro user)

Then click share and enter the email addresses or groups of the target users (Pro users)

They get an email and click the link to Open the Power BI report within Power BI Service
https://learn.microsoft.com/en-us/power-bi/collaborate-share/end-user-shared-with-me

SharePoint/Portal Embedded Sharing: 
https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-embed-report-spo

https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-embed-secure

Publish the report to Power BI Service (Pro user)

Add users to the allowed list (Pro users)

Embed the Report in a SharePoint site or portal using the iFrame

Users will be prompted to sign into the account when on the page with the iFrame

Other methods not per user:

Using Embedded directly into your own application:
https://azure.microsoft.com/en-gb/pricing/details/power-bi-embedded/

Then if you have a Premium Fabric server you have the same as above but the ability to share from a Pro user to free users.

https://learn.microsoft.com/en-us/fabric/enterprise/powerbi/service-premium-what-is