Restricting users to Export Data from Published report

[KarenFingerhut]

Hi there

Can someone please advise

I have a report in a workspace with 20 people accessing. I now want to allow only 5 of those users to be able to export the data. If I do the following 

• change the settings in the PBIX to allow export and republish to workspace
• In admin portal add the newly created security group with these 5 users to the export to excel and csv permissions

what i'm finding is that everyone, not just the ones in the new security group, is able to export the data. Is there a way to ensure those not in the security are not able to export the data or do I have to create a copy and put that in a separate workspace

Many thanks

Karen

[rohit1991]

hi @KarenFingerhut ,

To restrict users' ability to export data from a published report, follow these steps:

1. Set Export Permissions for the Report:

   • In Power BI Desktop, ensure the report settings are configured to restrict export (e.g., "Export Data" is limited or disabled).
   • Republish the report to the workspace.

2. Use Workspace Roles:

   • Assign only the 5 users to a security group and configure their role as "Contributor" or above, ensuring they can export data.
   • For the remaining 15 users, assign them the "Viewer" role, which does not allow exporting data.

3. In the Power BI Admin Portal, under "Tenant settings," explicitly configure Export Data permissions to allow only the specific security group access.

4. There is no need to create a separate workspace if roles and permissions are properly configured at the workspace level and in the Admin Portal.

If the issue persists, double-check tenant-wide settings to ensure they're not overriding your configurations.

[KarenFingerhut]

Hi @rohit1991 

Thanks for getting back to me.
Contributor won't work as it gives them elivated permissions that I don't want them to have.

Once again thank you

Karen

[ibarrau]

Hi. If the users you want to allow will allows export from any report and the other never, then you can go to Admin portal -> Tenant settings and allow the export to that specific security group. That way only those 5 will see the export data button

As an alternative you could prevent export for the whole tenant. Then think in a way to let RLS handle a hidden page with an export button of power automate, controling export from a custom development instead of the Service feature.

I hope that make sense

[KarenFingerhut]

Thanks @ibarrau . I think so 😊. Ill look in to your explanation. Thanks for getting back to me. 

Karen

[v-vpabbu]

Hi @KarenFingerhut,

we would like to follow up to see if the solution provided by the super user resolved your issue. Please let us know if you need any further assistance.
If our super user response resolved your issue, please mark it as "Accept as solution" and click "Yes" if you found it helpful.

Regards,

Vinay Pabbu

[KarenFingerhut · Accepted solution]

Hi Vinay

Both of the replies to me were great. However on this occasion didn't resolve the issue. I can't add users as contributors as that would give them additional priviledges to the workspace. So I had to create a new workspace and republish the PBIX files with export permissions for those particular users and add them to a security group

Which do I accept as a solution to close this query? 🙂

Many thanks

Karen

[v-vpabbu]

Hi @KarenFingerhut,

You can accept your own reply as the solution since it accurately reflects what worked for you. This approach provides clarity for others who may encounter the same issue.

Regards,

Vinay Pabbu