Power BI Practice: Granting Organization-Wide Read Access to Power BI Dashboards and Reports via App Publishing

Scenario:

You have several reports and dashboards in a workspace. You need to grant all organizational users read access to a dashboard and several reports.

Solution: You publish an app to the entire organization. Does this meet the goal?

Answer: Yes, publishing an app to the entire organization will meet the goal. When you publish an app in Power BI and share it with the entire organization, all users will have read access to the dashboards and reports included in that app. This is an effective way to grant access to multiple reports and dashboards at once.

Step-by-step guide

Here are the step-by-step instructions to publish an app in Power BI and share it with the entire organization:

[1] Open Power BI Service

• Go to the Power BI Service (https://app.powerbi.com) and sign in with your organizational account.

[2] Navigate to Your Workspace

• In the left-hand navigation pane, click on "Workspaces" and select the workspace that contains the reports and dashboards you want to share.

[3] Create an App

• In the workspace, click on the "Create app" button at the top right corner.

[4] Configure App Content

• In the "Content" tab, select the dashboards and reports you want to include in the app. You can add multiple items by checking the boxes next to each item.

[5] Set Up App Navigation

• In the "Navigation" tab, you can organize the content by creating sections and arranging the items in a logical order. This helps users easily find the information they need.

[6] Customize App Appearance

• In the "Appearance" tab, you can customize the app's appearance by adding a logo, setting a theme color, and providing a description.

[7] Set Permissions

• In the "Permissions" tab, under "Access," select "Entire organization" to grant read access to all users in your organization. You can also specify individual users or groups if needed.

[8] Publish the App

• Once you have configured all the settings, click on the "Publish app" button. Confirm the details and click "Publish" again to make the app available to your organization.

[9] Notify Users

• After publishing, you can notify users by sharing the app link or sending an email notification. Users can access the app from the "Apps" section in Power BI Service

Sample Data Table

You can create these reports and dashboards in your Power BI workspace and then follow the steps to publish an app and share it with your organization.