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Power BI Practice: Granting Read Access to Organizational Users in a Workspace

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Mohamad Mahmood
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2 min read

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 assign all the users the Viewer role to the workspace. Does this meet the goal?

Yes, assigning all users the Viewer role to the workspace will meet the goal. The Viewer role grants users read-only access to all reports and dashboards within the workspace. This means they can view the content but cannot edit or modify it.

Practical Exercise:

Granting Read Access to Organizational Users in a Workspace

Objective:

To practice assigning the Viewer role to all organizational users in a workspace, ensuring they have read-only access to specific reports and dashboards.

Steps:

  1. Create a Workspace:

• Open your Power BI service.

• Navigate to the "Workspaces" section.

• Click on "Create a workspace" and name it "Company Reports".

  1. Add Reports and Dashboards:

• Upload or create several reports and dashboards within the "Company Reports" workspace.

• Ensure you have at least one dashboard and three reports.

  1. Assign Viewer Role:

• Go to the "Settings" of the "Company Reports" workspace.

• Navigate to the "Permissions" tab.

• Click on "Add user" and enter the email addresses of all organizational users or use a distribution list that includes all users.

• Assign the "Viewer" role to these users.

  1. Verify Access:

• Log in as one of the users who was granted the Viewer role.

• Navigate to the "Company Reports" workspace.

• Verify that you can view the reports and dashboards but cannot edit or modify them.

  1. Document the Process:

• Write a brief report documenting the steps you took to grant access.

• Include screenshots of key steps, such as adding users and assigning roles.

  1. Expected Outcome:

All organizational users should have read-only access to the specified reports and dashboards in the "Company Reports" workspace. They should be able to view the content without the ability to make any changes.

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