Sharing objects from personal workspaces

[BindiyaThota]

Hi,

I want to identify users who are sharing objects from their personal workspaces. Have some questions related to that.

1. Is there any setting to disable users from sharing objects from their personal workspaces?
2. Is there any monitoring report (already existing or that we could create) that lists all objects in all personal workspaces that have been shared with others. This should not include ojects that were once shared and also un-shared later. I.e at the time of generating the report, only outstanding list of ojects shared from poersonal workspaes should be in that report.

I tried to fetch this information from Audit Logs, but noticed that both sharing and un-sharing are coming through as "ShareReport" activity and so unable to determine if it is really outstanding.

Any suggestion is much appecaited. Thanks!

[Joe_Barry]

Hi @BindiyaThota 

In the Power BI Admin Portal, you can see what reports are in a Personal Workspace.
Admin Portal > Workspaces > Click on the 3 dots > Details

There is also the Power BI Rest API. Here you there is a table called Activity Events https://learn.microsoft.com/en-us/rest/api/power-bi/admin/get-activity-events

Here you can find numerous pieces of information of what is going on in a tenant. There is also a record called ShareDataset. You can also see who is using reports etc..

There are some steps to follow first in Azure to access this API. https://learn.microsoft.com/en-us/rest/api/power-bi/

Is there an option to export the data for you to a Database? I would recommend doing it. Otherwise there is a connector follow this article https://www.thepoweruser.com/2021/02/21/power-bi-rest-api-connector/

Hope this helps

Joe

[BindiyaThota]

Thank you, @Joe_Barry, for the response.

Yes, we are able to access and export "Activity Events". As you mentioned we also see activities related to sharing such as "ShareReport"/"ShareDataset"/"ShareDashboard". The issue is if someone un-shares a report, that is also getting logged as "ShareReport" activity. Due to this we are unable to distinguish and identify the outstanding objects still being shared by users from thier personal workspaces.

[Joe_Barry · Accepted solution]

Hi @BindiyaThota 

I think this one will help https://learn.microsoft.com/en-us/rest/api/power-bi/admin/reports-get-report-users-as-admin

From my understanding, it shows who has access to each report

Joe