PowerBI sharing

Power BI service, in accordance to trends, allows document sharing and collaborative work. There are multiple file sharing mechanisms, and most of them are only available to users of the Power BI Pro license, which is understandable because sharing involves working in a group, it makes no sense to share something with itself. In the following text I’ll mention address workspaces and further document sharing, how to generate QR code and monitor report statistics.

A few months ago, Power BI service had changed its user interface. A few items have been moved to the main menu, and the new look is more convenient. The first two items are favorites (Favorites) and recently opened documents (Recent). Then follows the Apps option where you can install the Power BI applications. They combine business data, reports, and dashboards and can be created by users within your organization, or downloaded from the store or web to enable analysis of the data stored in the cloud services that you use. Shared with me shows all the reports that someone shared with you, Workspaces shows all workspaces that combine data, reports, and reports. The default, as it was before, is called My Workspace. By clicking on Create app workspace, you can create a new workspace, and this functionality is not available for users of a free license.

We perform report sharing by choosing desired report and further, in the top right corner of the menu, by clicking on the Share option. Add the user’s e-mail addresses, as well as an optional message to the appropriate field. Users should be within our organization, which is reviewed on the basis of the e-mail domain and user registry, although it may also be shared to outside users who will have limited authority. Below we can see two more options that allow users to share reports further and to be notified by e-mail, as well as the public link on which the report is located. By clicking on Share, the document is shared.

In the top menu, clicking Usage metrics, Power BI displays the statistics of the selected report’s views. We can see different kinds of views on the page, as well as filter them in relation to the workspace and/or the platform from which the user has accessed the report.

Clicking “…” in the upper right corner of the window opens a menu where we can select the Generate QR Code option. It allows you to generate a QR code by which users can easily access the report through mobile devices.