How to share a Power BI report in Teams

are a number of different options available to you when you want to share your power bi report in teams they all come with their pros and cons i'll talk you through them let's go there are a number of ways to do this and i'll show you them and um i'll show a couple of risks of doing it certain ways or issues that i have with this um let's start with the most obvious way to chat in teams or share this report in teams and that's this button so if i want to share this one report in a team and i've got a team set up here called sharing single report and a channel called pbi reports for teams so i want to give access to this report to those people so i'm going to go chat in teams and if i start searching for the channel name it does come up however when i was testing this out this channel name took about two to three hours to actually show up so if it's not there straight away then you just have to wait for the looks of it so that's who i'm gonna share this report with i click share and close this down and go to my view here it's here and if i click on it you know i've got access i'm the person who built it it all works for me great so then this user a different user comes in i'm logged in as a different user here they see the link and they click on it and they get this warning and they say request access so they have to click ok they can put a little description in there click send request and then as the owner of the report i get a little notification and an email requesting access and i can say oh there's the pro user they want access and approve and it will work for them then however you have to do that for every single member of the team which i think is annoying and i'd rather just have grant the report access to the entire team in one hit so i'm actually going to decline access here so the other way to actually share the report is to click the share button so if i click share and i'm going to change the settings here to don't allow the users to share it and to start with don't allow them to build any reports of it okay it's probably safer to have those defaulted off if you could i don't think you can but maybe there's a setting somewhere and then down here i'm going to click teams and again go to that channel pbi report for teams okay and share it here so again if i go back to my teams here's my next post and if i come in as that other user now so if we go back here click on this it should then load so there they've got access and to actually make it easier for the user i'm just going to come in as the main person add a little tab click on the power bi icon coming to here my reports in here save so the report now shows up in this tab and if i'm the other user i can come into the team and here's the report that's just been added click on that and because i've been granted access via that shared link this now works if i hadn't been granted access again i'd get this warning of request access which isn't a great experience the end user okay so let's just have a quick look at what's going on um in power bi and then talk about a couple of other ways of sharing this access so if i actually go into my workspace and go to the three dots for the data set and say manage permissions okay direct access just the person who's sort of created the report here but there's this shared link and essentially this is what's granting access my issue with this is it doesn't tell you that there's a particular team that has access okay then there's also the report under the reports here there's this same link essentially giving access to the report so that link gives access to the report and the data set the fact that it doesn't actually tell you anywhere just as people in your organization it doesn't tell you which team or which users you've shared the report with i'm not a fan of that um one thing you can do and i haven't tested this out fully but it seems to work is under the data set link you can actually delete that link and go direct access and users and actually put in the name of the team so if i bring this over the team is called sharing single report in teams and if i go sharing sorry gotta type it correctly sharing single report in teams and grant access then you can see that those users have report access and you could potentially delete this data set link and it all seems to work fine and it's a bit more specific than about who's got access okay let's delete these settings a second so i'm going to delete the read access so i'm going to remove the access here i'm going to delete this link i'm going to go back in here and delete this link so there shouldn't be any access for anybody and if i bring this in and refresh sometimes it takes a few refreshes for it to actually properly block access there we go they can't access anymore right different way of sharing you can simply grant access to the entire workspace so you can make as a viewer role the entire team shows sharing single reports and then they'll be able to access any reports you share from that team from that workspace but they'll also be able to access the workspace if they log into power bi and see all the reports in there and that might not be what you want okay i generally wouldn't do it this way however it is nice and simple another way is to create an app so you go create app call it something like demo um go to permissions and in here you can put a team name okay sharing [Music] sharing report in teams publish app and publish okay as the person creating this i do actually have to go to the app to actually see it here and then it says installing the app okay for me then if i now go into my team's browser and i add a tab okay power bi and i go to apps and then go to my app and add that report if you haven't done the previous step of going to the app it doesn't actually show up here so you have to do that go to app step okay go to app and click save okay i'm just going to rename this as see it says one at the end i'm just going to go app pbi report keep it nice and simple save then i come across with this one so this report if i try and refresh it still can't have access okay but the new one the app pbi report i've got access to this is with the other user so let's go and have a quick look at the permissions so over here if i go back to go back to my workspace go to my manage permissions in my data set and you can see here that the permissions is the app permissions and it's been shared to that group okay and if i go to the reports there's no access to the reports so it's basically the app access gives access to the data set so if you are sharing multiple reports then the app is always the best way to share anyway in terms of multiple reports and if you've got that you may as well add a team into the app permissions the thing i would like to see okay if i went into here it's simply the ability to share a report and be able to type into here the team name so remember that team name was sharing single report in teams or even put a channel name in there but it will not let you so you cannot share a report with a team that way you have to just click this teams button and share a link but then it doesn't tell you which team it's shared with well i hope you find that useful i think sharing via the app is always generally the best way of doing this sort of stuff but if it's just one report then i'd go for the share option with a link and ideally i'd probably go in and rename that actually manage the permissions and change it to the team name rather than just having that anonymous sort of link but let me know what you think is there another way have i missed something share this video if you think it's useful give it a like please subscribe if you haven't already and i will catch you later [Music] you

Channel: Access Analytic

Views: 19,261

Keywords: Power BI, Teams, Sharing Reports, Report Access

Id: fIuikN-IKUU

Length: 11min 22sec (682 seconds)

Published: Sat Oct 23 2021