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[Kathy Minnick]

I have been playing with Power bi for about a year and our company is finally on board with sharing the reports with managers, execs, etc.

I am trying to figure out the best way to organize our online power bi.  With apps, classic workspaces and new workspaces, I am a bit confused as to what is the best way to proceed.

I will be the only one creating datasets and reports for others. All others will just be viewing the reports I create. Some reports will be viewed by more than one person.

I don’t want to create a workspace for each person and then upload datasets multiple times as this will cause auto refreshes to duplicate.
If I create workspaces based on the dataset – is there a way to only show specific reports based on who has logged in?
If I upload the dataset to a workspace, I can create a report and then copy it to multiple workspaces. But if that report is ever changed, does it automatically update the copies in the other workspaces?

If I have a dataset that would have 3 or 4 reports (tabs on desktop version) for one group – say accounting and then 3 or 4 reports for another group say purchasing what is the best way to only have purchasing see their reports and accounting only see theirs?

Is there any way to hide the EDIT REPORT feature in the new workspaces?

Any help would be appreciated.

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Kathy Minnick
Data Analyst
Black HIlls Surgical Hospital
Rapid City SD
605-721-4722
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[Farhan Ahmed]

Hi Kathy,

For sharing reports in Power BI Service, you need to have “Premium” license (good if you have more than 200 users) for your organization or “Pro” licenses (good if you have 20-40 users) for all the users you want to share different reports.

– Once you have one of these two, then you should create a workspace (New) for your reports so that you can share the reports to different users, now since you are trying to assign permission of different reports to different users I suggest you should create App for your different reports and then assign permissions to different users based on that.

– In app you can assign single/multiple reports in single app along with Workbooks etc and user who is part of that app will able to view all the things in that app also you can limit your user to not to make a copy of your report as well.

– Unfortunately you need create 2 workspaces for different group of reports because as of now you cannot create multiple apps from Single workspace.
Reference Link : 

https://docs.microsoft.com/en-us/power-bi/service-create-distribute-apps
https://docs.microsoft.com/en-us/power-bi/service-create-the-new-workspaces

I hope this will help you make your decision.

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Farhan Ahmed
Senior Business Intelligence Consultant
Xerva
karachi
3452523688
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[Tim Dyeson]

?Hi Kathy,

I work in the Government Community Cloud and have nearly 300 people accessing nearly 300 reports online. Our organization has about 1300 people and many departments. We primarily organize our workspaces by department. There are multiple people who are members in more than one workspace. We have our workspaces configured so that any member can also edit a report. So far, everyone plays nice in the sandbox.

Hope that helps.

Tim

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Tim Dyeson
Performance Measurement Manager
3607250861
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