Dashboard and Report Sharing
Power BI provides multiple ways of sharing the content with users. Each sharing method has pros and cons and can be used for specific scenarios. Some of the sharing methods can be used together to build a framework for sharing. In this chapter, I will tal
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Dashboard and Report Sharing Power BI provides multiple ways of sharing the content with users. Each sharing method has pros and cons and can be used for specific scenarios. Some of the sharing methods can be used together to build a framework for sharing. In this chapter, I will talk about the most basic way of sharing Power BI content. This method is called Dashboard Sharing. Dashboard sharing is the easiest way of sharing; however, it is always the best way of sharing. In this chapter, you’ll learn how this method works, the pros and cons of this method, and scenarios of using it. The first method of sharing Power BI content is dashboard and report sharing. This is also the easiest method for sharing. This chapter walks you through the process of using this method. Limitations of this method and advantages of using it will be explained.
Power BI Content Owner Before going through dashboard sharing, you need to understand the content security in Power BI. When you publish a *.pbix report into Power BI website, especially when you publish it under “My workspace,” no one else will see or have access to your report. It would be only you who has access to it. Then you can decide whom you want to share this report with. Every Power BI content (report, dashboard, or dataset) has an owner; the content owner is the person who created and published that content into Power BI. The owner has full access to the content of Power BI. One of the accesses that the owner has is to share the content with others.
© Reza Rad 2018 R. Rad, Pro Power BI Architecture, https://doi.org/10.1007/978-1-4842-4015-1_9
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How Does Dashboard Sharing Work? Dashboard sharing, as the name of it explains, is based on a dashboard. You can only share a dashboard with this method, not a report. Consider that you have a dashboard like the below screenshot, and you want to share it. There is a share link at the top-right corner of the dashboard, as shown in Figure 9-1.
Figure 9-1. Sample Dashboard, Starting with Share Dashboard sharing has very few options to set and is very simple to configure. You just need to add the email addresses of people whom you want to share this report. See Figure 9-2 for an example. You can also write a message for them to know that this report is shared with them. There are two options to set: •
Allow recipients to share your dashboard.
•
Send email notification to recipients.
You can decide if people that you shared this dashboard with are also allowed to share it with others or not? And you can also choose if you want them to receive an email notification when you shared the dashboard with them or not.
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Figure 9-2. Dashboard Sharing configurations After configuration, then you can click on the Share button. The recipient will immediately have access to the report. If you selected “Send email notification to recipients,” they will receive an email. Otherwise, they get a notification in Power BI itself. When they log in t
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