Takeover datasets

[Vinay96]

Hi, After Power Bi reports published into workspaces, when the developer left the organization all those reports which was developed by that person are failing due to Owner not found un Power BI tenant and someone had to take over the datasets again. 

Could you please advise if there are any alternatives to use a Group account for the take over instead of individual account something like that to prevent this? Thanks

[v-nuoc-msft]

Hi @Vinay96 

I understand that you seem to want to create an organization where members can operate on the dataset.

To ensure that reports continue to run when the original developer of the report leaves the organization, you can try to manage dataset permissions by setting up workspace roles.

You can assign workspace roles to groups of users so that any member of the group can manage datasets and reports based on their role permissions.

Create a user group: Create a user group in your organization and add the members responsible for managing the dataset to the group.

Assign workspace roles: In a Power BI workspace, you can assign different roles, such as administrator, member, participant, or viewer. These roles define the actions that users can perform in the workspace.

Manage gateways: Ensure that the user group assigned the appropriate role has permission to modify the gateway connection settings. This is usually set up in the gateway administration interface.

Roles in workspaces in Power BI - Power BI | Microsoft Learn

To avoid using individual accounts, you might consider using a service account or a dedicated Power BI Pro account to manage these resources. This way, the service account can keep reports and datasets up and running even if the individual leaves.

For more details on using service bodies with Power BI, the following links are available:

Embed Power BI content in an embedded analytics application with service principal and an applicatio...

Regards,

Nono Chen

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

[Vinay96]

Hi @aj1973 , We are using the Gateway and to mapping each report to respective Gateway connection.

We do have service accounts connected to source and these are configures in Gateway connections. May I pls know what are the setps to avoid breaking of the reports? Thanks 

[aj1973]

The service account i am referring to needs to be assigned a pro power BI license.  the service account needs to be added to The gateway as a user then use it in the credentials section to connect to the source. 

Schedule the refresh 

[Vinay96]

Hi @aj1973 , Currently we are not providing the credentials instead using the below highlighted connections to map the datasets. And when we do the mapping it is taking that paritcular individual email Id as owner and later when the owner email id is invalid the reports are failing.

[aj1973]

In Data source credentials use the service account instead

[Vinay96]

Hi @aj1973 , I need to use the Gateway connections for the reports.
As soon as I map the report  to Gateway connection it turns as below.

And prior to mapping the connection if i want to provide credentials, it is giving the error as below. Please advise. Thanks
"Connection was denied since Deny Public Network Access is set to Yes".

[aj1973]

Not sure to understand, can I see the lineage please? Is this a paginated report built in the service?

[Vinay96]

Hi @aj1973 , Yes using the Paginated reports. Please find the screen shot for your reference. Thanks

[aj1973]

Are you sure that gateway is connected to SQL server using service account credentials?

[Vinay96]

Hi, Yes the Gateway connection uses the Basic authentication.

[aj1973]

Hi @Vinay96 

Taking over the dataset is done individually by the admin of the workspace. Though your issue is very common and for that you guys need to create a service account and have it connected to the source by adding in the credentials instead of UID account.