Forum Discussion
Sharing PBI File with coworkers
I'm having trouble with sharing a few files I've created with coworkers. I have a Premium Per User license, and our company does not have Premium Capacity set up.
I'm trying to allow five coworkers of mine to see a PBI file I have made that imports data from multiple places (excel files as well as SQL connections). The company I work for has SharePoint/OneDrive for all of its employees, including those I'm trying to share with, as well as PBI free licenses given to the coworkers I'm trying to share with. I understand I can save my file onto OneDrive and share a static copy of it with my coworkers, but because the data needs to be updated regularly, I was hoping to not have to share a static file once every week that they would have to redownload every time they wanted updated data.
I also understand that there is the possibility of all of us having a Pro license, but as I only would need them to see it as read-only, I don't feel like this should be necessary. All they would need are updated data sets and be able to click through the file I have created in order to see what they would need.
Is it necessary for us to purchase licenses for each user in order to share something that is able to be updated in the same way we already pay to share excel files, etc. in SharePoint, but specific to PBI? I feel like I'm missing something but unsure as to what it is. Thanks so much!
Hi bsammons
With reference to the information provided by you, the following is the case description: Your company does not have Premium Capacity set up. You need to share the Power BI file that you have created with your coworkers, which is updated on a regular basis, and you need those coworkers to be able to see those updates.With sharing, whether you share content inside or outside your organization, you need a Power BI Pro or Premium Per User (PPU) license. Your recipients also need Power BI Pro or Premium Per User (PPU) licenses, unless the content is in a Premium capacity.Here are my suggestions:- You can publish the created report to the Power BI service and then share it with your colleagues via share. You can refer to the following links for details: Share Power BI reports and dashboards with coworkers and others - Power BI | Microsoft Learn
- You can add five coworkers to the viewer role of the workspace where the report is located. You can refer to the following links for details: Roles in workspaces in Power BI - Power BI | Microsoft Learn
- You can create subscriptions for these five colleagues. You can refer to the following links for details: Email subscriptions for reports and dashboards in the Power BI service - Power BI | Microsoft Learn
- All of the above methods require your colleague to have a paid license, or they can try a license trial first. You can refer to the following links for details: Power BI service features by license type - Power BI | Microsoft Learn
If you don't want to buy Premium and Pro licenses, you can try publishing to the web. However, when you use Publish to web, anyone on the Internet can view your published report or visual. This method is not safe.
Publish to Web: Publish to web from Power BI - Power BI | Microsoft Learn
Best Regards,
Community Support Team _Yuliax
3 Replies
Hi bsammons
With reference to the information provided by you, the following is the case description: Your company does not have Premium Capacity set up. You need to share the Power BI file that you have created with your coworkers, which is updated on a regular basis, and you need those coworkers to be able to see those updates.With sharing, whether you share content inside or outside your organization, you need a Power BI Pro or Premium Per User (PPU) license. Your recipients also need Power BI Pro or Premium Per User (PPU) licenses, unless the content is in a Premium capacity.Here are my suggestions:- You can publish the created report to the Power BI service and then share it with your colleagues via share. You can refer to the following links for details: Share Power BI reports and dashboards with coworkers and others - Power BI | Microsoft Learn
- You can add five coworkers to the viewer role of the workspace where the report is located. You can refer to the following links for details: Roles in workspaces in Power BI - Power BI | Microsoft Learn
- You can create subscriptions for these five colleagues. You can refer to the following links for details: Email subscriptions for reports and dashboards in the Power BI service - Power BI | Microsoft Learn
- All of the above methods require your colleague to have a paid license, or they can try a license trial first. You can refer to the following links for details: Power BI service features by license type - Power BI | Microsoft Learn
If you don't want to buy Premium and Pro licenses, you can try publishing to the web. However, when you use Publish to web, anyone on the Internet can view your published report or visual. This method is not safe.
Publish to Web: Publish to web from Power BI - Power BI | Microsoft Learn
Best Regards,
Community Support Team _Yuliax
- bhanu_gautam
Super User
There are several ways to share them, but one of the most used is to share the report, this can be in the following ways:
Publish it from your work area:
Share it with the open report
Or creating a specialized work area so that they have access to all the reports that are downloaded there, if you need that information I can give it to you.
I attach the Microsoft information
Best regards
Thanks for your response! The issue with the solution you proposed is that it seems to require the recipients to also have a PBI paid license unless I've missed something.
