Restricting access to report for people without direct access

[TomBI]

Hi, I have a report that I want to share with specific people inside the organization, which I do with granting direct access. 

What I DON'T want is that other people inside the organisation who do not have direct access, can use a link to view the report. I know you can choose this option when sharing a report, but I'm not convinced this is solid. I've shared a link via a internal channel that is not connected to Microsoft, so I believe it shouldn't be possible for Power BI to see who shared the link. Still, someone who did NOT have access to a report could use the link to view the report. 

Can someone explain why this worked? How can I make sure that only people with direct access view the report? 

[TomBI]

Thanks for explaining this clearly! 

[Burningsuit · Accepted solution]

Hi @TomBI 

There are three basic options when sharing a report via the "share" dialog.

First is to share with "people in the organisation with the link can view and share". This generates an email with a link, or a link, which can be sent to users. This link points to the Report in Power BI, which does not show up in "Shared with me" untill the user clicks on the link. The issue with this link is that it is organization-wide. If anyone with the link forwards it to anyone else in the organization it will work for them.

Second is to use the "Specific People" option on sharing, this creates a link as above, but this link when forwarded will not work for others in the organisation. Note however that this link has an option when you create it "Allow recipients to share this report" If set on (the default) this will allow the recipient to share the Report on via Power BI with whoever they want - including all others in the ogranization. So be careful if using "Specific People" maybe you don't want to leave "Share report" options on.

Third is to share via "manage permissions" you can get there by clicking on the three dots at the top of the share dialog, and selecting "manage permissions". In that dialog you can specify individuals you share with (on the + icon)  and specify if they can share the Report, build new content on the data of the report, and send an email (Reports shared in this manner automatically appear in "Shared with me" and don't need the link clicked to appear). 

Again be careful with who you give share permissions with, as they can then share this report with whomever.

You can manage all these options with "Manage permissions" on the "File" option of the Report. Here you can remove links (handy if you change your mind on sharing with the entire organzation), add specific users and change options for users (adding or removing reshare or build rights etc. )

see Ways to collaborate and share in Power BI - Power BI | Microsoft Learn

hope this helps

Stuart