4 Ways to Share Power BI Reports and Dashboards
In a previous article, I explained how to create project reports and dashboards with Power BI Service, a cloud-based solution.
In this article, we’ll cover four ways to share your Power BI reports for collaboration and discussion.
You’ll see how to use comments, share reports, collaborate in Microsoft Teams, and use Workspaces.
2. Sharing Power BI Reports and Dashboards
To share your report or dashboard, select ‘Share’ from the top navigation, complete the form, and share it with your team. Share reports from Favorites, Recent, and My Workspace.
Reports and dashboards may be shared with internal and external users. You’ll need a Power BI Pro or Premium Per User license to share content; users will need the same license to view the content.
When an internal user clicks the shared link, Power BI adds the dashboard or report to their ‘Shared with me list’ page.
There are a few caveats to note about report sharing:
- Recipients can view and interact with the report or dashboard but can’t edit the item.
- Depending on permissions, internal recipients can share the reports with others. External users can’t reshare the report.
- Reports created in Power BI Desktop must be published to Power BI Service before sharing.
Further details on sharing, including permissions and limitations, are available from Microsoft.
3. Collaborating in Microsoft Teams
As the usage of Microsoft Teams increases, it makes sense to streamline conversations and meetings about reports in one place.Adding Power BI reports to Teams reduces the need to switch between apps during meetings. This saves time and ensures everyone is viewing the same data.
There are two ways to collaborate with Power BI using Teams.
1. Share in Teams
Add a report or dashboard to a team or channel using the ‘Share in Teams’ option.
Search for the relevant Team or channel, add a comment, and hit share! The Power BI link and additional comments appear as a post – keep the conversation going with more comments and @mentions.
2. The Power BI App in Teams
Power BI is also available as an app within the Teams Directory. Use this option to embed a report as a tab to a Team. Note – it is not possible to add dashboards as a tab.
Adding a Power BI tab is a useful way to highlight key reports, bringing focus to a particular phase or area of work in the project.
To add the app:
- Navigate to Apps in the Teams menu and search for ‘Power BI’. You can also click ‘+’ in the top menu in the relevant team and select ‘Power BI’.
- Select ‘Add to a Team’ or ‘Add to a Chat’ from the dropdown menu.
- Next, search for and select the relevant Team or chat.
- Choose the Power BI report to add as a tab.
- Use the Power BI report in Teams!
To view the report, users:
- Must have permission to view the report in Power BI.
- Must be Microsoft Teams users with access to channels and chats.
4. Power BI Workspaces and Apps
Power BI Service is based on ‘workspaces’, which contain links to dashboards, reports, and datasets.
Workspaces are a collaborative space for dashboards, reports, and datasets, with varying levels of permissions.
Users can add workspaces for teams, projects, and departments – whatever makes sense for the team and organization.
Workspaces are based on either the classic or new experience. This article from Microsoft explains the differences between these options.
‘My Workspace’ is ideal for personal content, similar to OneDrive or a personal document folder.
Avoid using this area to create reports and dashboards for sharing with your team.
Reports created in Power BI Desktop are published to workspaces.
Report designers also use Workspaces to create and share Apps, a collection of reports and dashboards available to internal users.
Apps are a handy way to share reports with particular user groups, such as stakeholders. End-users can filter, slice, and drill-down into the reports in the app; however, they are unable to change the contents of the app.
A Power BI Pro license is required to create, share, and view apps.
BrightWork Power BI Pack
Get a quick start with Power BI and SharePoint with the BrightWork Power BI pack, a pre-built report with six dashboards.
The pack connects to the three BrightWork project data sources – Project Cache, Work Cache, and Project Status Report Cache – for complete insight into projects and portfolios.
Aimed at senior executives and project managers, the Power BI pack includes:
- Portfolio dashboards with a roll-up summary of all project sites. The dashboard offers four filtering options: “Project Status,” “By Project Manager,” “By Project type,” “By Department,” and “By Priority.
- Portfolio timeline, a Gantt view of all project sites. Drill down by year, quarter, month, week, and day.
- Project and Task Timeline, a Gantt view of projects and tasks. Filter by project name, project type, project manager, and task owner.
- Work Reports allow project managers to check the status of tasks, risks, issues, and goals.
- The Status Report Dashboard includes RAG indicators, weekly updates, highlights, lowlights, and next steps.
- The Issue Report helps project managers to get further information on issues, including the task-owner.
The BrightWork Power BI Pack is available to BrightWork customers and is delivered by our Customer Success Team.
To learn more about these services and reaching your project management goals with BrightWork, please contact Customer Success (existing customers) or our Sales team.
Editor’s Note: This post was originally published in October 2020 and has been updated for freshness, accuracy, and comprehensiveness.