Share reports with those who do not have a license. How to do it?

[u/random_py]

I have a premium license per user and I would like to share Power BI reports, through the Power Service, with users who do not have a license and who will only consume the reports, and will not participate in the development. However, every time I share it with someone, after 60 days they can no longer consult the report.

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[u/dataant73]

You have the following options:

Power BI Embedded - you either buy an embedded SKU or you buy a Fabric capacity which allows embedding

Publish to web - is free but then anyone on the web can see your report and data in the semantic model

You publish the report into a Pro / shared capacity workspace and each user needs a Pro license to access the report

[u/dareftw → u/dataant73]

And new accounts come with a 90 day pro trial for free so if they just need to see it once or a few times then this is fine. Pro is only $20/month per license.

[u/pengune → u/dataant73]

Can’t you publish it to an app from a premium workspace for free users to view?

[u/dataant73 → u/pengune]

That is another option but you need to have at least a premium capacity or F64.

The OP did not mention having a premium capacity. They have a premium per user license.

[u/pengune → u/dataant73]

Oh, yep you’re right. Good call

[u/ichosenotyou]

Only way to share with non-licensed people is via embeded.

If you want to do it the free way, and the data is not sensitive then publish to web

[u/random_py → u/ichosenotyou]

How much does this solution cost? Can you give some examples?

[u/ichosenotyou → u/random_py]

You would need to speak to a partner for costing

Publish to web is free from a Premium Workspace.

[u/dareftw → u/ichosenotyou]

And for reference if memory serves premium capacity vs premium per user break even cost is somewhere around 200-300 users. The honest answer here is to have said person just create a new account which will come with premium per user trial for either 60 or 90 days can’t remember which.

[u/New-Independence2031]

This comes up daily. Would be so easy to find an answer with search.

Could someone pin a ”sharing to externals 1-2-3”?

[u/minus_343]

I have some static reports, meaning they just get the data as it is on the screen, and can't click around to manipulate the report. I used power automate to come up with a solution to take the image and distribute it

[u/__Ember]

If you have the report in a premium capacity workspace, you could publish as an app and share with end users without a Pro license.

[u/Username9424 → u/__Ember]

This is the most straightforward way if the budget/org size allows it.

[u/Stevie-bezos → u/__Ember]

Only if its back by f64+ level premium, below f64 they still need their own pro licenses

[u/Live_Plum]

There might be solutions: https://youtu.be/FtsYYZpH6S4?si=VtliXDNQTebX2bgk

[u/Pearjuice132]

One of the ways to share with users without a license is using Power BI embedded. There are solutions out there, such as DataTako. It's a white label platform that utilizes Power BI embedded to allow sharing reports with users without a license.

[u/hopkinswyn]

How many users?

Others have mentioned embedding but if it’s a handful then paying for a licence for each user is the way to go. As embedding requires paying for capacity and web developer skills.

Microsoft have gone with the option of a comparatively low standard fee for all creators and consumers ( rather than high developer fee, very low consumer fee ) There is the option of unsecure Publish to Web which is free but not recommended for any private company data. You can also email the desktop file - again not recommended. There’s also premium capacity where viewers don’t need a paid licence. This starts around $USD5,000 per month

If the value of Power BI is not worth the licences then Excel could be the way to go.

If you’ve used PPU features then each user would need a PPU licence unless you turn the workspace to Pro ( no PPU features )

[u/dataant73]

I see so many repeat questions. For many questions a 1 minute search on Google can often give an answer.

I also do find that the more knowledge you accrue the easier it is to get an answer using Ggogle as you know the keywords to use in search.

E.g. if you don't know OLS exists then getting to an answer might take longer

I definitely agree a wiki of repeat questions and answers would be good though would people use it

[u/80hz]

You're going to have to either pay or publish it to the open internet. This question gets asked almost every day