Friday, March 1, 2024

How to give access to external user on Power BI Report

To give access to an external user in Power BI, you typically have a few options, depending on your requirements and the level of access you want to grant:

  1. Power BI Sharing:
    • You can share individual reports, dashboards, or entire apps directly from Power BI.
    • To share, open the report/dashboard you want to share, click on the "Share" button, and enter the email address of the external user.
    • You can specify whether the external user should have edit or view-only access.
    • The external user will receive an email invitation with a link to access the shared content.
  2. Publish to Web:
    • If you want to make a report publicly accessible without requiring authentication, you can use the "Publish to web" feature.
    • This generates a public URL that anyone with the link can access.
    • Be cautious when using this feature as it makes your data publicly accessible and should only be used for non-sensitive information.
  3. Power BI Embedded:
    • If you want to embed Power BI content into a custom application or website and give access to external users, you can use Power BI Embedded.
    • With Power BI Embedded, you have more control over the user experience and can manage access programmatically.
    • This option requires more technical expertise and involves additional development effort.
  4. Power BI Apps:
    • You can package related dashboards, reports, and datasets into an "app" and share it with users within your organization or externally.
    • Power BI apps allow you to group related content together and manage access more efficiently.

When sharing content with external users, consider the sensitivity of the data and the security implications. Make sure to follow best practices for data privacy and compliance. Additionally, ensure that external users understand any limitations or restrictions on the data they're accessing.


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