Managing access for external users in Power BI workspaces requires careful consideration of security and collaboration needs. Here are some best practices and methods to securely share content with external collaborators:
1. Use Power BI Service (SharePoint/Teams Integration)
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Power BI Service Sharing: You can share Power BI reports and dashboards with external users by using the Share feature. However, the external user must have a Power BI Pro license or the content must be published to a Premium workspace (with a Power BI Premium license) for external sharing without requiring Pro licenses for consumers.
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Integration with Teams/SharePoint: For a more collaborative environment, you can integrate Power BI reports with Microsoft Teams or SharePoint. External users can access reports embedded in these platforms through shared Teams channels or SharePoint sites.
2. Azure Active Directory B2B (Business-to-Business)
3. Power BI Premium and Power BI Embedded
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Power BI Premium: For larger-scale sharing, Power BI Premium offers the ability to share reports with external users without requiring Pro licenses for each consumer. Content can be shared publicly or with authenticated external users, ensuring better control over who accesses the data.
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Power BI Embedded: If you need to share reports with external users in a customized, embedded environment (e.g., your website or application), you can use Power BI Embedded. It allows you to embed reports for external users without requiring them to have a Power BI account or Pro license. This method offers complete control over user access and integrates well with custom applications.
4. Use Secure Embedding with Row-Level Security (RLS)
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Row-Level Security: When sharing with external users, you can apply Row-Level Security (RLS) to restrict access to specific data for each user. This ensures that external users only see data relevant to them.
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Secure Embedding: With Power BI Embedded or secure embedding, you can apply RLS to each user based on their identity and access needs. This method is ideal for external customers who need to access personalized data without exposing the entire report.
5. Limit Permissions via Workspace Roles
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When granting access to external users, assign appropriate workspace roles (e.g., Viewer, Contributor) to ensure they only have the permissions they need. This limits the risk of accidental changes or data exposure.
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Viewer Role: Assign the Viewer role to external users who only need to view the content and not interact with the underlying data or create new content.
6. Monitor and Audit External Access
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Audit Logs: Regularly monitor and review audit logs in the Power BI Admin Portal to track activities and ensure that external users are accessing content in compliance with your policies.
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Content Usage Monitoring: Use Power BI’s Usage Metrics to track how external users interact with shared content and assess if access levels need to be adjusted.
7. Sharing via Power BI Apps
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Power BI Apps: You can bundle reports and dashboards into a Power BI app and share the app with external users. This provides a more streamlined experience, especially when managing multiple reports and users.
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Secure Sharing: When sharing apps, ensure that the app is shared securely by using the appropriate access settings and role-based access controls.
8. Ensure Compliance with Data Security and Privacy
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Sensitivity Labels: Use sensitivity labels to classify and protect sensitive information within your Power BI reports, ensuring that external users are restricted from accessing confidential data.
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Data Governance: Implement data governance policies that define who can share content, with whom, and under what circumstances, especially when collaborating with external users.
