Handling RLS and permissions

[M-IMS]

I'm now responsible for RLS and Admin stuff, there are internal reports, and some reports get shared with external users, my boss been using App to deliver Audience (one internal and then per report), so currently I'm keeping it as is.

so I went and created Security group for internal and one for each report, and Changed Audience and RLS for all report to use those groups instead of emails, and went and removed all RLS and Permissions (that was kept as read from the app).

Right now, I think using the App is okay since there's only 5 or so external reports, that's less than the 25 limit.

I like App to have one place to deliver everything, but given that there isn't much overlap and sometimes a report only have one external users, I don't really think this is the best thing, and I don't like the Horizontal Bar (Looks fine for end users, but as admin it is gonna be more annoying)

I think Sharing Links, or better yet, just giving them "Shared with me" URL is better, and internals can have the App since each Audience will have several reports.

I'm assuming if I click manage permission and add their Sec Group there it will be available in the shared with me

What do you think?

[Akash_Varuna]

Hi @M-IMS Your approach of using security groups and Apps for internal users is effective and scalable. For external users, direct sharing or "Shared with Me" links is simpler and better for small audiences. I also think that the App remains a practical solution for managing internal reports, while a combination of Apps and shared links can balance flexibility and usability for external users.

[M-IMS]

Yeah thought so.

When you share with links, under which section in permissions do they appear?

[Akash_Varuna · Accepted solution]

Well, the dashboard will appear in the Shared with Me section for the users you’ve shared it with. In terms of permissions, the access details will show up in the Direct Access section under the dataset or dashboard settings, where you can view or manage who has been granted access and their assigned roles.

[andrewsommer]

Power BI apps are recommended for deploying content instead of sharing reports directly because they provide several advantages in terms of governance, user experience, and scalability:

1. Centralized Content Management – Apps bundle multiple reports, dashboards, and datasets into a single, easily managed package, ensuring users have access to a curated and consistent experience.

2. Access Control & Security – Apps allow for role-based access management, meaning you can control who sees what without needing to individually share reports or datasets. This improves governance and reduces security risks.

3. Improved User Experience – Users can discover, access, and navigate content more easily through an app interface rather than handling multiple shared reports. Apps also provide a read-only experience, preventing accidental changes.

4. Version Control & Updates – Changes to reports within an app can be tested in the workspace before publishing updates. This prevents disruptions caused by direct changes to shared reports.

5. Scalability & Distribution – Apps allow mass distribution to users within an organization without requiring them to search for individual reports. They also support auto-installation in Microsoft 365, reducing friction for end users.

6. Integration with Fabric & Future-Proofing – As Microsoft Fabric evolves, Power BI apps align better with modern governance and deployment strategies compared to ad hoc report sharing.