managing report access and workspaces

[Anonymous]

My organisation has many departments.  they require sometimes the same report as other departments.  My question is how to manage permissions for this.  I put the report and dataset into a workspace but I have had to name each person who can access the report as not all people in the same department are allowed to see the data.

Then I did a duplicate report into another workspace for another department.  Again i had to name all the people but then i had to go to the workspace of the dataset and name all the participants there also.  Is this the best way to manage access?

I have also tried creating an app but you can only create 1 app on a workspace.

I see on the various Power BI sites that some seem to keep all their datasets in 1 workspace.

trying to understand the best method and keeping the managing of users down to a minimum.

Can someone give me advise please.

[nickyvv · Accepted solution]

Hi @Anonymous,

Keeping a central dataset would be a good thing. You can create reports of that dataset and distribute them to different workspaces.
When you have an identical report that you want to distribute to different teams, you'll either have to publish it to two workspaces, or set up a different workspace and combine those two teams into that new workspace, which is both not ideal...

I would recommend setting up AAD (Azure Active Directory) security groups to manage access to workspaces and Apps. That way you'll only have to add/remove users from those groups.

[Anonymous]

Hi Nickyvv,

Would like to thank you for taking time to reply, much appreciated.