Requirement for End-User Report Creation and Storage

[Anonymous]

Hi Team,

I have a requirement to enable end users to create and save their own reports using a set of 8-10 datasets along with their respective data models.

Currently, this can be achieved by adding business users to a Power BI workspace, allowing them to build and save reports directly within the workspace. However, the client has not approved this approach.

We are looking for an alternative solution, such as a custom portal or a Power BI-supported application, where users can access the datasets, build their reports, and save them within the portal itself. But for me any other without Custom Portal please.

I would appreciate your suggestions or recommendations on possible alternatives to achieve this  functionality.

[AnkitKukreja · Accepted solution]

Hi! @Anonymous 

There are many ways to share the semantic model (apps, SharePoint integration, etc)with the users, but they can save their reports in my workspace. Ensure that you only give them build permission on the semantic model. 
Giving them no role on the workspace would help you achieve this.

[Tutu_in_YYC · Accepted solution]

You have a few options, and these only require you to provide build permission on the semantic model. You do not need to add the users to workspace. Once the permission is provisioned:

1. End users can connect to the semantic model through power bi desktop. They can save the report (pbix) on their machine without publishing to workspace. Everytime they open the report again, they can refresh and get latest data from the published semantic model.
   
   
2. End users can also publish it to their own private "My Workspace"
   
   
3. You can create a separate workspace for them to publish their report (treat this like a "custom portal" that you mentioned).

You always going to need a workspace if you want to host the report in the cloud.

A slight different approach would be to create a report where they can personalize their own visuals in a custom report page. Any visuals created can be saved as a bookmark ( so no new/additional reports are created) and theres no limit on how many bookmarks(pages) they can create. These bookmark can only be viewed by them ie private. Nobody else can see it.

https://learn.microsoft.com/en-us/power-bi/create-reports/power-bi-personalize-visuals?tabs=powerbi-...

[Anonymous · Accepted solution]

Hello, AnkitKukreja and Tutu_in_YYC ,thanks for your concern about this issue.

Your answers are excellent!
And I would like to share some additional solutions below.
Hi,@Anonymous .I am glad to help you.

I agree with the suggestions made by AnkitKukreja and Tutu_in_YYC.
You could consider combining Power BI with Teams, SharePoint Online.
Create sites in SharePoint to store a range of data sources and semantic models, and in this way you can create a single data source.
In this way you can create a centralized platform for users to access data sets and create reports. Users can save reports to a SharePoint document library and share them with team members .

In Power BI Services, set up the appropriate dataset and report permissions to ensure that users have permission to create and save reports.

Your users can create reports using Power BI Desktop or Power BI Service and save them to a SharePoint document library.
It is important to note that the workspace in Power BI Service is essential regardless of the combination of Power BI.
Workspaces are containers for Power BI items that are used to organize and manage datasets, reports, dashboards, and other content. Administrators control access through the workspace to ensure that only authorized users can view and edit data and reports.

I hope the following documents can help you.
URL:

Teams and SharePoint integration - SharePoint in Microsoft 365 | Microsoft Learn
Add the Power BI app to Microsoft Teams - Power BI | Microsoft Learn
Collaborate with Power BI in Microsoft Teams, Outlook, and Office - Power BI | Microsoft Learn
 

I hope my suggestions give you good ideas, if you have any more questions, please clarify in a follow-up reply.
Best Regards,
Carson Jian

[Tutu_in_YYC · Accepted solution]

You have a few options, and these only require you to provide build permission on the semantic model. You do not need to add the users to workspace. Once the permission is provisioned:

1. End users can connect to the semantic model through power bi desktop. They can save the report (pbix) on their machine without publishing to workspace. Everytime they open the report again, they can refresh and get latest data from the published semantic model.
   
   
2. End users can also publish it to their own private "My Workspace"
   
   
3. You can create a separate workspace for them to publish their report (treat this like a "custom portal" that you mentioned).

You always going to need a workspace if you want to host the report in the cloud.

A slight different approach would be to create a report where they can personalize their own visuals in a custom report page. Any visuals created can be saved as a bookmark ( so no new/additional reports are created) and theres no limit on how many bookmarks(pages) they can create. These bookmark can only be viewed by them ie private. Nobody else can see it.

https://learn.microsoft.com/en-us/power-bi/create-reports/power-bi-personalize-visuals?tabs=powerbi-...

[AnkitKukreja · Accepted solution]

Hi! @Anonymous 

There are many ways to share the semantic model (apps, SharePoint integration, etc)with the users, but they can save their reports in my workspace. Ensure that you only give them build permission on the semantic model. 
Giving them no role on the workspace would help you achieve this.