Managing PowerBI Groups

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Publishing reports under the workspace of a username works great when only one person is in charge of managing it. Unfortunately, PowerBI doesn’t allow us to give other users edit privileges on those reports, which limits effective collaboration with the rest of the team. 

Fortunately, PowerBI gives us the option to create groups which come with the ability to fine-tune permissions for other users. This feature requires a Power BI Pro license and is not available in the free version. 

Accessing the group interface is not directly obvious, since it is hidden in the My Workspace section of the PowerBI sidebar. After opening the sidebar on the PowerBI website, we see something like this:


We need to click on My Workspace to make the group section to appear. 


If the group workspace option doesn’t appear, it usually means that the user that’s currently logged in doesn’t have a PowerBI Pro license. It will appear once that license is obtained. Clicking on the “+” sign next to GROUP WORKSPACES will open a dialog that allows us to create a new group.


Here we can name our group, check its availability and define the read/write access permissions. We can also manage its group membership and add all the people we want to give access to that group. Once a person gained access, the group will show up in the group list underneath group workspaces on the sidebar. By clicking on the group’s name in the sidebar, we switch from My Workspace to the group and will see all the content that’s been published to that group under Dashboards, Reports and Datasets. In addition, groups come with full SharePoint and Outlook integration, which simplifies communication across all group members. 

Publishing a report to a group is a very simple task. Once we attempt to publish it via the PowerBI desktop application, a dialog will appear prompting us for the destination. Among My Workspace, all groups will be listed that the user has access to and has write permissions. 

Using groups will increase the efficiency in creating and maintaining business reports that involve the collaboration of multiple people. It also allows us to give other users read-only access, which allows us to share the reports and dashboards with a wider array of people without exposing reports to the risk of undesired changes. 

About the Author:

TopLine Strategies delivers the complete integration and development of sales, marketing and customer service technologies that enable corporate clientele to improve revenue streams and strengthen customer interactions. Our project management and consulting is designed to achieve timely delivery, 100 percent user adoption of the technologies we implement and deliver measurable returns on investments for our clients.

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