When creating workspaces to share reports, we recommend determining how they need distributing. As an example, you may have reports you want the sales department to look at, whereas others are for the accounts department.
In this example, create a workspace for all the reports, publish all the reports to that workspace; it could be called 'All Reports', 'Directors Reports' or anything that makes sense to yourselves. Create other workspaces as needed, using the above as an example, one for Sales and the other named Accounts.
After the reports are published to the 'All Reports' workspace, a copy of the report would be 'saved' to other workspaces as required.
It isn't necessary to do it this way; each report can be published to just the workspace required, and even published as many times as needed to many different workspaces.
If you require more information on setting this up, please contact firstname.lastname@example.org.
Add Workspaces, Users and assigning View Level
It is possible to have multiple workspaces; to then create, or customise existing reports in Power BI desktop, publish them to their own workspaces, and then assign access to users; users can be assigned their own level of access - perhaps they can only 'View' just the one report. It should be noted that a user can see everything in the workspace they have access to.
Pre-requisite for this part of the process is:
- Power BI Web – setup.
When first logging in to Power BI online, you will be presented with a view like the one below; if you have not previously published any reports then those will be missing.
Select Workspaces > Create a Workspace
It is sufficient for our purposes here, to enter a name and then Save (see image).
… However, if you wish to create a contact list, it can be done here, indicated by the (?).
Note: Emails to contacts are not automated at the time of writing this document.
Select Access, as highlighted below.
- Search for a user.
- Apply permission level (view only in the example).
- Repeat for as many users as required.
Note: Users must be part of your organisation.
… When finished, Close.
There are many options available for the customisation of access, which is beyond the scope of this quick tutorial.