Locked lesson.
About this lesson
In this module we will look at the methods of sharing your BI artifacts. We explore sharing without using the cloud, as well as sharing both within and external to your "tenant".
Exercise files
There are no related exercise files for this lesson.
Quick reference
Sharing Power BI Reports and Dashboards
Sharing Power BI Reports and Dashboards.
When to use
When you want to share your business intelligence with other users.
Instructions
Methods of sharing reports
- Email the *.pbix file to other users
- Share the dashboard (the user can click on a tile to get to the report)
Sharing dashboards with internal users
- Go to the Dashboard
- Click Share in the top right
- Enter the email address and choose your options
Sharing dashboards with external users
- Go to the Dashboard
- Click Share in the top right
- Enter the email address and choose your options
- Don’t forget to send the email
Managing users
- Go to the Dashboard
- Click Share in the top right
- Click Access
- Make modifications to users as required
Hints & tips
- Sharing dashboards requires a Pro license for both author and consumer!
- 00:05 Now that I have my dashboard set up in a PowerBI service, how do I share it?
- 00:10 Well, the first way to do it is I can come into the dashboard,
- 00:14 again navigate into my workspace, Find my Dashboard.
- 00:18 And then on the top right, I can go to Share.
- 00:21 And you'll notice that if you're working with a free account, you're gonna get hit
- 00:24 with this message, would you like to try Pro for free for 60 days?
- 00:27 Would you like to upgrade your account?
- 00:31 There's no reason not to try pro free for 60 days.
- 00:34 The question comes down to will you want to use it this way in the future?
- 00:38 And if you don't, if you try over cost-sensitive, the only alternative for
- 00:42 sharing these reports and whatnot.
- 00:43 Well, you have to share the report not the dashboard.
- 00:47 The only alternative for that would really is to go and
- 00:50 email the PBIX file that we created originally that was published.
- 00:54 We would email that to someone else.
- 00:55 Now they have to have access to the data source,
- 00:57 that means they can see the data and whatnot.
- 00:59 So it's kind of a toss-up there.
- 01:01 If you're looking at trying to share through the dashboard mechanism,
- 01:04 things change a little bit.
- 01:05 So I'm gonna click, Try Pro for Free, and
- 01:08 you'll notice that it says, would you like to start the trial?
- 01:10 I'll say, Yes.
- 01:12 And it says, hey great, it's been extended.
- 01:15 That's fantastic, and you don't need IT's permission to do that,
- 01:17 that would work just fine.
- 01:18 Now what you may need though, is you may need to convince IT later on.
- 01:21 That they should be buying you a license for
- 01:23 this, and that could be a different case.
- 01:25 So, we'll say, Close.
- 01:27 And nothing really looks all that different except
- 01:30 that now it takes me back to my Workspaces page.
- 01:32 So I'm gonna go back.
- 01:34 I'll take a look at my workspace.
- 01:35 We'll grab my Loaded Pencil database.
- 01:37 And now, once again, I'm gonna try again, Share.
- 01:41 And it says okay, who would you like to go and share with?
- 01:45 So I'm gonna try and type in GoSkills, and I'm gonna share it with
- 01:48 my GoSkills Consumer license here, who is also on a free license at the moment.
- 01:54 You'll notice,
- 01:55 at this point, that GoSkills Consumer is in the same domain that I am.
- 01:59 It's domain.
- 02:01 I get the option to say, would you like to allow them to share your dashboard?
- 02:04 And I'll say, you know what?
- 02:05 No, I wanna share it with the GoSkills Consumer,
- 02:07 but I don't want them to share it outside of that.
- 02:09 Would I like to send an email to them?
- 02:11 Well, you know what?
- 02:12 Yes, that's probably a useful thing to do, or
- 02:15 I could just email them a link to the dashboard as well.
- 02:18 They will need to sign in to see this, so I'm now gonna go and say, Share.
- 02:22 And at this point, it says it's been shared successfully.
- 02:26 Now what I'm gonna do is I'm gonna go and
- 02:28 I'm going to create a new guest profile on my Chrome here.
- 02:32 And I'm gonna go to powerbi.com,
- 02:34 and we'll see what this particular user actually sees.
- 02:39 So we'll sign in, and I believe this one is goskillsr@excelguru.ca,
- 02:52 You'll notice that when this user comes in,
- 02:56 we don't really see a whole lot going on.
- 03:00 So if we go to Shared with me, we can see that, hey, you know what?
- 03:03 Somebody shared the loaded pencil database with me.
- 03:06 And I'm gonna try and click on it, and it says, sorry,
- 03:08 you need to upgrade your PowerBI license.
- 03:11 So not only does the author have to have a pro license, but
- 03:13 the end user does as well.
- 03:16 So I will say, okay, let's try pro for free over here as well and
- 03:19 we'll start the 60 day trial.
- 03:20 And this is where the license creep starts to come in and
- 03:23 you have to be concerned about.
- 03:24 But at the end of the day, it's not a bad thing.
- 03:27 So we'll go to shared with me, and we'll look at Loaded Pencil, and
- 03:32 you can see that the dashboard has been shared.
- 03:34 Now, again, I can't cross filter anything in here, but
- 03:37 if I click on Draft Beer, you'll notice that it takes me back to the report.
- 03:41 Again, this is in the consumer.
- 03:44 I can now then carefully cross filter all of the individual pieces.
- 03:48 But what if I wanted to share this with a different user or revoke permissions for
- 03:52 this user?
- 03:54 You know what?
- 03:54 We'll take a look.
- 03:55 I'm gonna close this particular window and
- 03:57 go back to the original account that shared this information.
- 04:01 So we're gonna try going to Share.
- 04:04 And this time, I'm gonna share this with somebody who is outside my domain.
- 04:08 So I'm gonna go with ken@powerbidemos.com.
- 04:12 And it says hey, this is outside your domain, and that's fine.
- 04:17 So I'm just gonna scroll down here and it says,
- 04:19 would you like to allow recipients to share your dashboard?
- 04:21 I'm gonna say no, I want control of that.
- 04:23 This is really important though, you must send this email.
- 04:27 If you don't, this person will have no way to find this, okay?
- 04:30 You can't even send them this dashboard link you need to send the email to
- 04:33 this thing.
- 04:34 So we're gonna say Share, and at this point,
- 04:37 it will send them an email, which I will now go and dig out.
- 04:41 So I've copied the link for my email.
- 04:43 I'm gonna paste it into a new browser window and hit Enter.
- 04:46 Now you'll notice that I get sent to the site where it tells me that I need to Sign
- 04:50 up or Sign in.
- 04:51 So I will Sign in.
- 04:53 I already have an account.
- 04:56 And I'm gonna sign in as ken@powerbidemos.com with my password.
- 05:05 Now, you're gonna notice here that some things look a little bit different.
- 05:10 First off, we see the dashboard and it's got our tile for
- 05:12 latest date way over on the side here, which is fine.
- 05:15 If I click on one of the categories,
- 05:18 it will take me into the report which again still cross filters.
- 05:22 You'll notice that the visuals here cannot be pinned, it won't let us do that.
- 05:27 So it says if I announce over carefully read only content can't be pinned.
- 05:31 The other thing that you'll notice is that this interface looks a little
- 05:34 bit different.
- 05:35 I can still do certain things with files like print it, or embed it, export it, and
- 05:39 whatnot.
- 05:40 But notice up here, I don't actually have this waffle icon.
- 05:44 And that's kind of important, because you'll see down the left hand side,
- 05:47 I have no navigation.
- 05:48 There's no option to find this shared with me area.
- 05:51 If I click on this,
- 05:53 it will take me back to the PowerBI account for ken@powerbidemos,
- 05:58 which helpfully has a notification that I can activate the trial.
- 06:03 But under shared with me, you'll notice there's no content shared with me.
- 06:08 So this is the challenge when you share with an external party is that you do not
- 06:13 get this shared into the Shared with me hive.
- 06:16 So if they lose that email link, it's gone, okay?
- 06:18 Now, what about managing sharing?
- 06:22 So, we're back again with our original GoSkills user.
- 06:25 If I go again and say Share, you'll notice under the Share tab,
- 06:30 there's also an Access tab.
- 06:33 And in here, you can see who I've shared this with.
- 06:36 Author GoSkills is me, I'm the owner.
- 06:38 You'll notice the I've shared it with consumer GoSkills.
- 06:41 I have the ability to go in and enable reshares or even stop sharing altogether.
- 06:47 This other one though, external consumer, I can stop sharing with it.
- 06:51 I notice that they can view the dashboard, but all I get as far as who this is,
- 06:57 is external consumer and that they're a guest.
- 06:59 That's it, I can't tell who it was.
- 07:01 There's no way to actually retrieve retrieve the email address for
- 07:03 who I shared it with, which is unfortunate.
- 07:05 But I'm gonna stop sharing this one as well.
- 07:07 So now, I am the owner, I know my dashboard has not been shared.
- 07:10 So I don't have to worry about it going anywhere or
- 07:12 losing control of it at this point.
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