Report Subscription with PDF in a premium workspace vs pro users access

[john_elmasry]

Hello Everyone,

I am in a situation where I have 30 dashboards that need to be

1. accessed by a list of users (they have pro license)
2. Daily Subscribed by email with full PDF Attachment to another list of users (also pro license)

I have a ppu (Premium Per User) license, by which I can create Premium workspace for the purpose of Email Subscriptions with PDF attachement, but in this case the users who have pro license can't access the dashboards on this workspace.

And If I put the dashboards on pro license, I won't be able to apply report subscription.

Also It will be so hectic to have 30 dashboards in pro workspace and the same 30 dashboards again in a different premium workspace. (Because around 15 dashboards of them are live connected to 1 power bi dataset, so I have to change the datasource everytime I make a change)

Is there a solution for this situation? 

Thank you.

[v-yueyunzh-msft · Accepted solution]

Hi , @john_elmasry 

Based on your issue description and requirement stated, I think if you want the pro users have access to the contained report URL in the subscription email that created in the PPU workspace, it's actually not that possible because we have the restriction for the pro user's access to PPU capacity content. Since you only have one PPU license in you tenant. My best suggestion is that you can try to republish 30 new reports to a new Pro workspace to act as the duplicate report/dataset as the same of the PPU workspace, then you can add the Pro users as the "Viewer" role to your Power BI Pro workspace, then you can try to modify the subscription created in the PPU workspace that has enabled the "Full report as PDF attachment" subscription PPU feature, modify the subject and content like this, try to guide the users to access the report using the Pro workspace report URL "Please refer to this report URL for the report navigating"

Since the we have the restriction for the pro user's access to PPU capacity content and this is by design because the license purchasing price is not the same, please kindly consider this as the work around and you may also need to maintains refreshes of the corresponding data sets from both workspaces. Many thanks!

Power BI Premium Per User - Power BI | Microsoft Learn

Thank you for your time and sharing, and thank you for your support and understanding of PowerBI! 

Best Regards,

Aniya Zhang

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