Best Practices for Sharing and Restricting Power BI Dashboard Usage
Question
You create a Power BI dashboard and want to share it with several teams in your organization.
The total number of people in the teams is flexible, but usually not more than 50 people.
Some teams include people from outside of the organization.
You also want to prevent people from using your dashboard's datasets for further report development.
Please select all the steps that you should take to accomplish your tasks.
Answers
Explanations
Click on the arrows to vote for the correct answer
A. B. C. D. E. F.Correct Answers: A, C and E
You can share a Power BI report and dashboard with the groups in your organization.
However, you can share in a single share action with not more than 100 people or groups.
If you want to share a report or a dashboard, you need to use Power BI Service, click on the Share menu item or icon for your dashboard, and fill in the information about people or the groups in Grant access to.
You can enter the full email addresses for individuals, distribution groups, or security groups.
Unfortunately, you cannot share with a dynamic distribution list.
If you need to be sure that people would not use the shared dataset, clear the “Allow recipients to build new content using the underlying datasets” option.
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Option B is incorrect because you can create and share dashboards only using Power BI Service, not Power BI Desktop.
Option D is incorrect because it prevents further dashboard sharing, but not the use of the shared dataset.
Option F is incorrect because you cannot share a report or a dashboard with a dynamic distribution list.
For more information about the Power BI report and dashboard sharing, please visit the below URLs:
To accomplish the task of sharing a Power BI dashboard with several teams in your organization and preventing them from using the dashboard's datasets for further report development, you should take the following steps:
Share a dashboard from Power BI Service: To share the dashboard, go to the Power BI service and navigate to the dashboard that you want to share. Click on the "Share" button at the top of the dashboard, and select the "Share dashboard" option. You can then specify the email addresses or distribution groups of the teams that you want to share the dashboard with.
Clear "Allow recipients to build new content using the underlying datasets" option: While sharing the dashboard, ensure that you clear the "Allow recipients to build new content using the underlying datasets" option. This option is available in the "Share dashboard" dialog box. Clearing this option will prevent the teams from using the dashboard's datasets for further report development.
Clear "Allow recipients to share your dashboard": In addition to clearing the "Allow recipients to build new content using the underlying datasets" option, also clear the "Allow recipients to share your dashboard" option. This option is available in the "Share dashboard" dialog box. Clearing this option will prevent the teams from sharing the dashboard with others.
Use a distribution group or a dynamic distribution list: To make it easier to share the dashboard with teams, you can use a distribution group or a dynamic distribution list. A distribution group is a group of email addresses that you can use to send email messages and share the dashboard. A dynamic distribution list is a group that is created based on a set of filters, such as department or job title. These groups can be created in your organization's email system, such as Microsoft Exchange.
In summary, to share a Power BI dashboard with several teams in your organization and prevent them from using the dashboard's datasets for further report development, you should share the dashboard from Power BI Service, clear the "Allow recipients to build new content using the underlying datasets" and "Allow recipients to share your dashboard" options, and use a distribution group or a dynamic distribution list to simplify the sharing process.
