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Share embedded Power BI reports with BC users

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Posted on by STP

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Hi all,

I've setup embedded Power BI reports in BC, e.g. Finance app, Inventory App, etc.

In the dashboard / role center, I've selected a report as default.

In 'All report', I can review all embedded Power BI reports.

In the Power BI app, I've set up the privacy as 'Organization' and add my teammate name in 'Manage access'.

However, when my teammate open the report from BI, he still needs to send a request to me, and I still need to accept his request.

Ideally, we don't want to accept 50 times if there are 50 users to view the report.

Do I miss any setting?

Thank you!

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Dynamics 365 Business Central

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ALI NASIK 32 on at

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This isn't a BC setting — it's Power BI's permission model. Your teammates have access to the report but not the underlying semantic model (dataset). When they open it, the visuals try to query the dataset, Power BI sees no dataset permission, and it triggers the "request access → owner approves" loop.

Note: the "Organizational" privacy level you set is a Power Query data-source setting, not a sharing control — it won't help here.

The scalable fix (so you never approve 50 requests):

Create a security group (Entra/M365) with your viewers in it.

Add that group as a Viewer on the workspace — this grants all reports and datasets at once. (Or publish the workspace as an App and set the audience to that group.)

If the dataset lives in a different workspace, also give the group Read on the semantic model (Manage permissions).

Then onboarding is just "add them to the group" — no approvals.

Also check licensing

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Teagen Boll 3,567 Super User 2026 Season 2 on at

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You need to manage the workspace settings in Power BI online.

In the workspace for the power bi dashboard select Manage Access:

Add users as needed. They will then see the Power BI reports in Business Central.

Also, ALI NASIK I think your reply might be an AI-assisted post, but I do not see any tools or sources cited. Can you update the post to include your sources, or confirm this was not produced using AI? See the best use guidelines here: Writing effective responses in the community

Best,

Teagen Boll

Work: Catapult ERP

Social: LinkedIn

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YUN ZHU 102,763 Super User 2026 Season 2 on at

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Hi, hope the following can give you some hints as well.

https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-share-dashboards#collaborate-using-workspaces

Thanks.

ZHU

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OussamaSabbouh 18,720 Super User 2026 Season 2 on at

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Hello,

You are not missing a Business Central setting; access to an embedded Power BI report is controlled by Power BI permissions, not by selecting the report in the BC Role Center. For 50 users, do not share the report one user at a time. The better approach is to grant access through a Microsoft Entra security group, distribution group, Power BI workspace role, or publish the reports as a Power BI app and assign the whole user group to the app. Also make sure the users have the required Power BI license, unless the content is hosted in Premium/Fabric capacity. Once users already have proper Power BI access, they should not need to send individual access requests when opening the report from Business Central.

Regards,
Oussama Sabbouh

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Grigorios Mavrogeorgis 3,045 Super User 2026 Season 2 on at

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Hi, the request access popup is coming from Power BI, not from BC, so nothing you change on the Business Central side will stop it. Putting names in Manage access on the report is not enough, the semantic model behind it has its own permissions, and if they have no read/build there Power BI throws them into the request flow. That is the part people usually miss.
For 50 users I wouldn't share item by item at all. Put the reports in one workspace, publish it as an app, and set the audience to an Entra security group. Then adding a user is just adding to the group, nothing to approve. Licenses still bite though, each of them needs Pro unless the workspace sits on Fabric F64 or higher.
Did you install one copy of the app into a shared workspace, or every user installed their own copy? That second one gets messy fast.
Glad to help - follow up if anything is unclear.
► If this solved it, marking it verified helps others too.
Regards,
Grigorios Mavrogeorgis
Business Central Consultant & AL Developer
Work: Gmsoft Limited
Blog: insidebusinesscentral
LinkedIn: linkedin.com/in/gregorymavrogeorgis

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