best practices tips for workspace and app management

[YO_CO]

Hi all,

would appreciate your insights for best practices on the following scenario:

I'm a Corporate BI developer (only one currently) responsible for finance.

This means I'm developing dashboards for C-level, reports for division or department managers, detailed exploratory reports for controllers and ad hoc reports - all in the finance world.

For example we have one report designed for monthly company wide C-level meeting, another for department heads financial status with RLS implemented (e.g. head of HR will see financial details of her depatment only while CTO will see his financial costs), and another report for the financial controllers to perform their analysis.

What would be the best practice for scalability and sharing?

1. As it's all related to finance, I could just set up one Finance workspace and app for everything, and manage the audiances.
2. Different workspaces and apps for each department (i.e. HR, CTO, Marketing, etc.), but as some reports are shared and managed with RLS that would create redundancies.
3. Combine: Different workspaces and apps for each department for dedicated reports + workspaces/apps for shared reports using RLS.

Assume report consuming is done in app and via email subscripions.

• How would you recommend we manage this?
• Can someone have access to an app without having access to the workspace, or the other way around?

Thanks a lot, crowd wisdom will be appreciated.

[rajendraongole1 · Accepted solution]

Hi @YO_CO - You could create a dedicated Finance workspace that hosts reports designed for C-level executives and any shared financial reports. The Finance App can be distributed to relevant individuals (C-level executives, department heads) based on role-based access and security.

For department heads or specific controllers, create department-specific workspaces (e.g., HR, Marketing) to house targeted and specific reports for those teams. Reports here could focus on granular details relevant to each department.

Some reports may be shared between departments (e.g., budget status), so setting up shared workspaces for cross-functional reporting could help avoid redundancy while keeping management centralized. Apply Row-Level Security (RLS) for these shared reports so users only see the data they have permissions to view.

Reference link:

Row-level security (RLS) with Power BI - Microsoft Fabric | Microsoft Learn

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

I hope the above details helps