How to propagate Power BI reports to business central?

Question

In an environment with Power BI and Business central and Users A, B, C, D and E:
User A creates a report for Power BI related on BC365 data, he is the only one to propagate this report to be accessible in BC365.

Would it be a possibility for Microsoft to enable this User A to also give Users B, C, D and E access to the Power BI Report he created?

And if yes, how?

Answer 1

Post/ask in the Power BI community:

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Answer 2

Yes. User A can both make the report visible in Business Central and grant access to users B–E, but this is done through Power BI sharing and/or by uploading the .pbix into Business Central with appropriate permissions.

A practical setup typically looks like this:

1. Create and publish the report to Power BI
   • User A builds the report in Power BI Desktop using Business Central as a data source.
   • User A publishes the report to a workspace in the Power BI service.
   • Once the report is in the Power BI service, it can be surfaced in Business Central for users who have access to that report.
2. Share the report with users B, C, D, and E in Power BI
   • In the Power BI service, open the report in the relevant workspace.
   • Use Share to grant access to users B–E (they must have appropriate Power BI licensing, for example Power BI Pro, or the content must be in a Premium capacity).
   • This ensures that when Business Central tries to show the report for those users, Power BI will authorize them to view it.
   • Details: see “Share a report from your Power BI service (recommended)” and “Share reports with others”.
3. (Option A) Upload the .pbix from Business Central so it propagates to other users
   • In Business Central, on the Power BI reports part, User A selects Upload Report and chooses the .pbix file.
   • Uploading from Business Central requires SUPER permissions.
   • After upload, the report is placed in User A’s Power BI workspace and then automatically into other users’ Power BI workspaces within the same Business Central company.
   • This is a way for User A (as SUPER) to “propagate” the report so that it appears for other Business Central users.
4. (Option B) Distribute the .pbix file and let others upload
   • User A can distribute the .pbix file to users B–E.
   • Each user uploads the file into their own Power BI workspace (Power BI service → Get Data → Files → Local File).
   • Each user then sees the report in Power BI and can select it from Business Central.
   • Note: with this method, each user’s dataset refresh is independent and can impact Business Central performance if many users refresh separately.
5. Selecting the report inside Business Central
   • Once the report is in the Power BI service and users have access, they can select it from Business Central (for example, from the Select Report page or the Power BI part on a role center or list page) and display it there.
   • If users don’t see the report, they may need to clear filters on the Select Report page, or User A may need to ensure the report deployed and refreshed correctly in Power BI.

In summary, User A can:

• Upload the report from Business Central (with SUPER permissions) so it propagates to other users’ workspaces, and/or
• Use Power BI’s Share feature so B–E have permission to view the report when it is embedded in Business Central.

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References:

• Work with Power BI reports in Business Central
• Build Power BI reports for displaying Dynamics 365 Business Central data
• Connect to Power BI from Business Central on-premises
• Analyzing, pivoting, and sharing data in Business Central