Sharing a single report via workspace versus app

[PowerWhy]

Hello,

Please can you tell me the advantages of sharing via an app versus a workspace report? For sharing a report via workspace I've just noticed that it is possible to add people to an existing link (via the "advanced" menu) so I don't see the advantage of distributing via an app.

Regards,

CW

[Anonymous · Accepted solution]

Hi @PowerWhy ,

For sharing reports, it's great whether you do it through the workspace or the app. When you only have one report, sharing the report directly in the workspace is definitely the most direct way, and this way also allows us to manage the permissions of others afterwards

For sharing reports via app, if you have a large number of reports, then using an app for sharing is the most advantageous option.

If you want to learn more about sharing reports via workspace or via app, you can refer the following two docs:

Share Power BI reports and dashboards with coworkers and others - Power BI | Microsoft Docs

Publish an app in Power BI - Power BI | Microsoft Docs

Best regards,

Community Support Team Selina zhu

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly

[ribisht17]

@PowerWhy 

Nice article for you Why Use a Power BI App? — Coates Data Strategies

To answer the original reason for this blog post…here are the reasons I would use an app:

• Distributing content broadly to a large number of users

• Distributing some or all reports/dashboards from within the workspace

• Using a nice navigation menu including hyperlinks to additional documentation or a related system

• Using a separate level of security since which is decoupled from the workspace security

• Controlling the publishing process and the timing when consumers can view report/dashboard changes (see gotcha #2 above though about datasets)

• Pushing apps to the downstream users so they automatically appear in the user’s apps menu (this is disabled by default in the tenant settings - if you allow this for specific content authors who will use this feature prudently, it is a nice convenience for the app viewers to not have to go fetch the app)

• Allowing users to copy the reports to their My Workspace and customize them [optional - can be disabled when you publish the app]

• Allowing users to connect to the underlying datasets to create their own reports without needing access to the workspace (this is known as the ‘build’ permission spoken of in relation to shared datasets) [optional - can be can be disabled when you publish the app]

Regards,

Ritesh

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