Report can't be exported into excel from service if its dataset is in another workspace

[emmabr]

I have a Power BI report in App/Workspace A which is fed from a dataset in App/Workspace B. I have a user who only has access to App/Workspace B and can view the data in the report in this App. But when they go to export the data to excel, the option is greyed out.

Does anyone know why this is?

[v-echaithra]

Hi @emmabr ,

As we haven’t heard back from you, we wanted to kindly follow up to check if the solution provided for the issue worked? or Let us know if you need any further assistance?
If our response addressed, please mark it as Accept as solution and click Yes if you found it helpful.

Regards,
Chaithra.

[v-echaithra]

Hi @emmabr ,

May I ask if you have gotten this issue resolved?

If it is solved, please mark the helpful reply or share your solution and accept it as solution, it will be helpful for other members of the community who have similar problems as yours to solve it faster.

Regards,
Chaithra.

[v-echaithra]

Hi @emmabr ,

As we haven’t heard back from you, we wanted to kindly follow up to check if the solution provided for the issue worked? or Let us know if you need any further assistance?
If our response addressed, please mark it as Accept as solution and click Yes if you found it helpful.

Regards,
Chaithra.

[v-echaithra · Accepted solution]

Hi @emmabr ,

Thanks for posting in Microsoft Community.

In Power BI, when export options like "Analyze in Excel" are greyed out, it usually happens because the user does not have Build permission on the dataset.

• View permission allows the user to see the report but does not allow them to analyze or export the data elsewhere.

• Build permission allows the user to connect to, analyze, and export data using tools like Excel, PowerPoint, etc.

Please check if the user has Build permission for the dataset in Workspace B.
Reference: Build permission for shared semantic models - Power BI | Microsoft Learn

If our response addressed, please mark it as Accept as solution and click Yes if you found it helpful.

Thanks and Regards
Chaithra E.

[emmabr]

[ibarrau]

Hi. When the deal is about exporting to excel you can check different things. Places to check:

- Tenant admin portal. You can allow or prevent exporting to excel for specific users or security group. Make sure the person is not there. You can easily check this by trying to export data from another report.

- Prevent export when developing at power bi desktop. When working at desktop you can specify that you won't allow exporting data in the report and noone will be able to do it.

- Remove header icon buttons. When developing at power bi desktop you can completely hide the icons that would allow you to get in export data menu.

- Some visualizations won't have export data setting.

I hope that helps for the check.

[emmabr]

Thanks but how do I make sure someone can export into excel? As I said they don't have access to workspace where the dataset is published but can view the data in the report in the workspace they have access to

[ibarrau]

Checking one by one the bullets I have said. You can start with the report ones first. 

- Can you see header icons on top of the visuals at the report? 

- Can you export data from a visual?

- Go to the workspace and click at three dots next to the report. Open report settings and check how the export settings are configured.

- The last one would be getting in the tenat settings to check how the export settings are configured.

If you can and they can't it probably is something at tenant level that prevent/allow specific users at the tenant. If noone can, then it might be a configuration.

Something like that.

I hope that make sense