app vs workspace

[twongaustin]

I can share reports via apps or app workspace. So the only difference I see is that changes to reports in workspaces are immediate, versus you have to update apps to reflect the changes. Is there a recommendation as to when to share via apps via app workspaces?

[v-juanli-msft]

Hi @twongaustin

Since App workplace only accept organizational users as members, you could give a read or edit permission to users,

When you only need to share the content with organizational users or you want the users to work on the reports along with you together( this means the users and edit the report and make a change the the content), 

Maybe App workplace is perferred.

Reference:

Advantages of Workplace

Based on my experience, there are some limitations of workplace sharing

Disadvantages of Workplace

sharing via Apps can avoid many limitation above, 

One big difference between Apps and App Workplace is that sharing via Apps supports External Sharing.

Look at this article for the advantages and limitations of Power BI APPs

http://radacad.com/ultimate-sharing-strategy-power-bi-apps 

Best Regards

Maggie

[Anonymous]

Whatever the changes you make in reports which are in workspace. Then you need to save and update the app. 

If you make any chagnes to desktop file, then publish the report to workspace and update the app. Users need to always refresh their apps or comeout of app and enter again into it to see the changes. when ever you update the app, it will prompt you a new url. You can share that URL as well. 

Users without Power BI Pro license cannot enter into workspace to see reports. They only view the report via apps.

Hope it was helpful.

Thanks,

Ravi Batta

[twongaustin]

Your last statement: 

Users without Power BI Pro license cannot enter into workspace to see reports. They only view the report via apps.

Are you saying I could share reports via app without requiring end users having PowerBI Pro licenses? 

[v-juanli-msft]

Hi @twongaustin

Both App workplace and Apps can share with end users who doesn't have a pro license.

However, it requires you use Power BI Premium to assign the app workspace to Power BI Premium capacity, enables the user to use the app/app workplace without requiring a Power BI Pro license. 

The differnce between them should be:

Sharing via Apps can support share content with exteral users.

https://docs.microsoft.com/en-us/azure/active-directory/b2b/what-is-b2b

use Power BI Premium, the end users can access the content without pro license.

More license please read this article

https://docs.microsoft.com/en-us/power-bi/service-admin-azure-ad-b2b#licensing

To share with the end users without pro license, you could sharing via "publish to web".

Similar link

Sharing with users who don't have Pro

Best Regards

Maggie

[twongaustin]

so the short answer is that: as of today, we will need to have premium capacity or pro licenses in order to share. Correct? 

[v-juanli-msft]

Hi @twongaustin

Yes, as the person who share reports with others, indeed he need a pro or premium license. 

But for the end users who consume the shared reports, he can be pro, premium, free, or users outside the organization.

Best Regrads

Maggie