Power bi shared dataset permissions management

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In this Microsoft Power BI Tutorial, We will discuss how to add a user in the Power BI Shared Datasets, how to add and manage the permission for a user in Power BI.

Also, We will see how to remove the user access from Power BI, How to remove Reshare, Build from the user in the Power BI Datasets.

What is Power BI shared dataset?

In Power BI, a shared dataset is a data model which is reused, or shared, across many different reports.

Power bi shared dataset permissions

The Power BI Build permission is only recommended for the Power BI Shared Datasets. In the Power BI Desktop, you can share the data models as datasets in the Power BI service or Power BI Online Service.

This Shared dataset can be easily reused by the report creators in the Power BI Report Server. Here I will explain to you by using the Build Permission, how you can control the data or records.

The most important thing you should know is, Only the Owner can give the build permission to other users.

When the owner gives permission to any other users, then the user has the capability to create new content on the Power BI datasets like Power BI Dashboards, Power BI Reports, Insight Discovery and Pinned tiles from Q&A.

Also in the Datasets, those users can create new content outside of the Power BI as like Excel Sheets, XMLA, export underlying data, etc.

Different Ways to give Build Permission in Power BI Shared Dataset

You can give the Power BI Build Permission by using two different ways as:

  • One Workspace member should have with at least a Contributor role so that automatically can have build permission for datasets in that workspace. Then that member can have permission to copy a report.
  • Another simplest way is, the Workspace member can assign permission to any specific users or any security groups in the Permission center.

If you are the Workspace member, then Go to My workspace option from the left navigation. Click on the Datasets tab from the top of the Power BI Report Server page.

Click on the more (…) option of a specific dataset where you want to manage the permission. Select Manage Permissions from the drop-down as like the below screenshot.

Manage permission for shared datasets

Add a user in the Power BI Shared Datasets

Once you will click on the Manage permissions from the Datasets, then the below permission center window will appear where you can add and change the permission of an individual user.

In the Power BI Permission center, You can add a user to the specific Datasets by using the Add user button from the top of the page.

manage permissions for shared datasets

When you will click on the Add user button, then the below window will appear where you have to enter the email address of the specific user whom you want to give the permission.

You can enter one or more than one email address into the Grant access to the field. Here you can see, there will be two options as:

  • Allow recipients to reshare the artifact: This option will help you to allow the datasets to reshare in the Power Bi report server.
  • Allow recipients to build new content from the underlying datasets: While you are sharing a dashboard or report that built on that dataset, then you can specify that the recipients also get the Build new content from the underlying datasets.

Previously as I told you that when you will provide the grant access to any user, then they can be able to build new content, modify the datasets and also can reshare the datasets.

Here in the below screenshot, I have added a user named as Lakshmi and check both of those above options.

Once things will be completed, just click on the Add button.

manage permissions for shared dataset

Now you can see that a specific user(Lakshmi) has been added to the Permission center. Once it is done, then you will get a successful notification that “Access has been granted” as shown below.

On the right side of the user, you can see there will be different types of permissions appear as Read, reshare and build.

manage permission for shared dataset

Note:

For a particular Dataset, you can remove the build permission of a user. Once you removed the build permission, then still he/she can view the report built on the Shared dataset. But, they cannot edit it anything from the dataset.

Remove reshare from the User in Power BI Datasets

Suppose you want to remove the reshare of a user from the Permission center, then you can.

Select a specific user that you want to remove the reshare from the datasets. Click on the more (…) option from the right side of the user and click on Remove reshare option as shown below.

When you will remove the reshare option from the user, then it will remove automatically from the Permission center and it will not allow resharing the datasets.

build permissions for shared dataset

Add reshare from the User in Power BI Datasets

Similarly, if you want to add the reshare again to the specific user, then click on the more (…) option and select Add reshare option as like the below screenshot.

building permissions for shared dataset

Remove build from the User in Power BI Datasets

Similarly, If you want to remove the Build permission from the datasets, then go to the more (…) option of a specific user and click on Remove build option as shown below.

Once you removed the build permission of a user, then that user can no longer build and edit the new content.

build permissions for shared datasets

Remove access from the User in Power BI Datasets

In the same way, suppose you don’t want to give access or permission to the specific user, then click on more (…) option and click on Remove access.

build permissions for shared datasets in Power BI

When you will click on the Remove access option, then the below page will appear where it will ask you to remove access to related content also.

Just check the specific dataset and click on Remove access button as like the below screenshot.

Once it is done, then the user will no longer appear in the Power BI Permission center.

Power BI build permissions for shared datasets

Also, You may like the below Power BI tutorials:

Hence in this Microsoft Power BI Tutorial, We discussed how to add a user in the Power BI Shared Datasets, how to add and manage the permission for a user in Power BI.

Also, We saw how to remove the user access from Power BI, How to remove Reshare, Build from the user in the Power BI Datasets.

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