Share a dataset

As a creator of data models in Power BI Desktop, you're creating datasets that you can distribute in the Power BI service. Then other report creators can use your datasets as a basis for their own reports. In this article, you learn how to share your datasets. To learn how to give and remove access to your shared datasets, read about the Build permission.

Steps to sharing your dataset

  1. You start by creating a .pbix file with a data model in Power BI Desktop. If you're planning to offer this dataset for others to build reports, you may not even design a report in the .pbix file.

    A best practice is to save the .pbix file to a Microsoft 365 group.

  2. Publish the .pbix file to a new workspace experience in the Power BI service.

    Already, other members of this workspace can create reports in other workspaces based on this dataset. Use the Manage Permissions option on the dataset in the workspace content list give additional users access to the dataset.

  3. You can also publish an app from this workspace. When you do, on the Permissions page, you specify who has permissions and what they can do.

    Note

    If you select Entire organization, then no one in the organization will have Build permission. This issue is already known. Instead, specify email addresses in Specific individuals or groups. If you want your entire organization to have Build permission, specify an email alias for the entire organization.

    Set app permissions

  4. Select Publish app, or Update app if it's already published.

Track your dataset usage

When you have a shared dataset in your workspace, you may need to know what reports in other workspaces are based on it.

  1. In the Datasets list view, select View related.

    View related icon

  2. The Related content dialog box shows all related items. In this list, you see the related items in this workspace and in Other workspaces.

    Related content dialog box

Limitations and considerations

Things to keep in mind about sharing datasets:

  • When you share a dataset by managing permissions, by sharing reports or dashboards, or by publishing an app, you're granting access access to the entire dataset unless row-level security (RLS) limits their access. Report authors may use capabilities that customize user experiences when viewing or interacting with reports, for example hiding columns, limiting the actions on visuals, and others. These customized user experience do not restrict what data users can access in the dataset. Use row-level security (RLS) in the dataset so that each person's credentials determine which data they can access.

Next steps