Add Power BI Report On SharePoint Modern Page And Manage Permissions

Scenario

You might come across a scenario where all your department users want to see some statistical information on a daily basis. How would you do that and where will you put this information? On a department site or on your intranet portal? Yes, that should be one of the correct locations to add your reports so that the users can see reports every time, whenever they browse their relevant portals.

Solution

We are assuming that your department site or intranet portals are designed in SharePoint Online with modern pages. Microsoft has already provided out of box web part for PowerBi reports to be added on modern pages.

If you are new to PowerBI, then check my other blog on how to create reports in PowerBI.

How to add a report on a modern page?

Log into Power BI web service - https://app.powerbi.com/home

Select your report from your workspace >> File >> Embed in SharePoint Online.

Add Power BI Report On SharePoint Modern Page And Manage Permissions

Microsoft documentation says that you need Power BI Pro license to use this embed in SP Online feature; but my experience is that with Office 365 E5 license also, you can do this (yes, I cross-checked it, and I am not using any other trial licenses as well). Let me know your observations.

A URL will be generated and shown as below >> copy the URL, we will need it while configuring the web part on the modern page.

Go to your SharePoint online site, Edit modern page, click on + icon to add new web part >> select Power Bi web part.

Click on Add report OR edit web part properties and enter the above-copied URL in the report link section.

Once the report link is configured, you will see the report immediately. You can choose to show navigation pane, filter pane, or display size. Also, you can choose which page from the report to be shown as the default page.

Save the page and publish it.

Manage Permissions/Sharing

Admin or contributing user can easily add the report on the modern page and publish it. But for all other visitors/Read permissions, the users must have required access on the PowerBi report; then only they will be able to view the report.

We need to share the report with all the necessary users. Let’s see how to do it.

Select your report from your workspace and click on the "Share" option.

You need to enter the email address of the user or group to which you want to share the report. You can specify what kind of access you want to grant – like allow the user to share report further with other users or not; send email notifications or not.

Enter the details of the user or group as shown below. You can enter details of multiple users and groups and click on the "Share" button.

Note
In the "Grant access to" box, enter the full email addresses for individuals, distribution groups, or security groups. You can't share a report with dynamic distribution lists.

So, if you want to share the report with everyone in your company then check with your IT team if you already have a distribution or security group for everyone. Share the report to that group.

Also, remember that the users or groups need access to both the SharePoint Online page and the report in the Power BI app to see the report on the SharePoint page.