Report sharing to different end user groups / best practices

[FilipFireFlyBI]

Hi all,

I have one Power BI Desktop report with 5 pages. Dataset is on import mode.

There are two end user groups for sharing via Power BI Service:

Group A may see all 5 pages (top Management)

Group B may only see 2 pages (Business Unit)

What is best practice in terms of report maintenance?

a) Should I create a copy of the PBI desktop file, delete 3 pages and upload it as a second dataset/report?

I hope there is a better solution, since now I have two datasets in Power BI Service that are exactly the same.

b) In a group workspace you can also create a new report based on an existing dataset. I hope there is a better solution since I don't want to rebuild the 2 pages.

c) Do you have a better solution that is more sustainable?

Roles (RLS) is not used in this scenario.

Hope you can share your thoughts on this, thanks!!!

[FilipFireFlyBI]

Hi all,

Three all good comments that will work, super thanks to all of you!!

Unfortunately I can only choose one comment as a solution.

Regards,

Filip

[nandukrishnavs]

@FilipFireFlyBI  Publish your data model without any visuals. Then consume this dataset using the Power BI dataset connector.  You have to create two reports separately. One with 2 pages and one with 5 pages. If you have the visuals already developed, you can just copy visuals to the new files. Then publish both reports in the same workspace and share the reports with the required group. (Don't add them to workspace). 

Please vote for this idea as well. https://ideas.powerbi.com/forums/265200-power-bi-ideas/suggestions/40382683-dax-measure-to-show-hide...

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[nickyvv · Accepted solution]

Hi @FilipFireFlyBI,

good question.

There is no way to share to different groups from one desktop file.

Option B is a good solution. You can also select all the visuals on a page (CTRL+A) and paste them in another PBIX, connected to the dataset in the service. In that way you only have to copy and paste 2 pages, delete the 2 pages from the other PBIX and you're done.

With regards to sharing to the 2 teams, you also have several options.

Depending on the licensing you have set up the best solution might differ.

If all users have pro licenses, or you have the workspace in Premium capacity:

• Publish both reports to workspace A and give MT access to the workspace (can be read-only with the Viewer role for example)
• Publish report 2 (with the 2 pages) as an App and give BU access to that App.

[Mariusz]

Hi @FilipFireFlyBI 

Watch this video, it will show how to reuse the same dataset for multiple reports

https://www.youtube.com/watch?v=OH6aekIjcUI

Best Regards,
Mariusz

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