Report access for external users via Teams

[jb257]

Dear Community,

I have created a Teams channel for data exchange for our company and an external company. I have added a Power BI report to the Teams channel (Pro license). The external users can view the report by signing up for a free trial. The trial was completed with the external user principal name on which a Pro license is running at the external company. Now the 60-day free trial has expired and the external users can no longer access the content.

Is it possible to share the dashboard without purchasing Premium licenses because both companies actually have Pro licenses?

Best regards

jb

[Anonymous · Accepted solution]

Hi @jb257 

Thanks for the reply from @pallavi_r , please allow me to provide another insight:

Here is my suggestion:

Invite external users to become guest users of your organization.

Before inviting guest users, ensure that the Invite External Users to Join Organization feature is enabled in the Power BI Management Portal. And you need role administrator or global administrator rights to invite external users as guest users.

For more details, you can read related document link:

Distribute content to external guest users with Microsoft Entra B2B - Power BI | Microsoft Learn
Distribute Power BI content to external guest users using Microsoft Entra B2B - Power BI | Microsoft...

Then you can create a workspace dedicated to guest users to view the report, invite guest users to be the role of this workspace, there are a total of four roles in the workspace, different roles correspond to different permissions, you can read the following documentation to set up the roles of the guest users according to your needs.
Roles in workspaces in Power BI - Power BI | Microsoft Learn

After successful setup, guest users with Pro Licenses can access the workspace using your organization's Tenant URL. Guest users can access the workspace by pasting the Tenant URL into their browser's address bar and accepting an invitation from your organization.

Best Regards,
Yulia Xu

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[pallavi_r]

Hi @jb257 , Yes, it is allowed to share content from non-premium workspace with external users owning Pro License. Initially external users must have received an invition mail for guest user account creation in AD. Once guest user account is created, we can directly share the report links with guest users.

Regarding why users are unable to access content, because once 60 days Pro trial got over, it might have gone back to Power Free license. And with external Free Power BI license we cannot see the non-premium content. Please try investigating the licenses of external users.

Sometimes due to browser cache issues, it shows incorrect license detail, for which sign out and sign-in is required.

In some scenario, need to raise this issue to admin and disable free trial license for the user and it works.

Thanks,

Pallavi_r