Using Power BI Apps for Sharing Reports – A Comprehensive Guide

Power BI Apps provide a powerful way to package, share, and distribute reports, dashboards, and datasets with users in a structured and controlled manner. Apps make it easier for organizations to manage content, control access, and provide a seamless experience for report consumers.

🔹 What You Will Learn in This Guide

✅ What are Power BI Apps?
✅ Benefits of Using Power BI Apps
✅ How to Create a Power BI App
✅ How to Share a Power BI App
✅ Managing and Updating Power BI Apps
✅ Best Practices for Using Power BI Apps

1️⃣ What are Power BI Apps?

A Power BI App is a collection of reports, dashboards, and datasets that can be published from a Power BI Workspace and shared with a broad audience. Instead of sharing individual reports or dashboards, Power BI Apps allow users to package multiple Power BI content items into a single interface.

📌 Key Features of Power BI Apps

📊 Package multiple dashboards & reports into one app.
🔒 Control permissions and access at the app level.
🔄 Easily update and refresh reports without resending links.
📥 Users can install the app from Power BI Service.
📌 Available in Power BI Service and Mobile App for quick access.

✅ Power BI Apps provide a more scalable and organized way to distribute reports compared to individual sharing.

2️⃣ Benefits of Using Power BI Apps

✅ Easier Access & Distribution – Users can access reports from a single app instead of multiple shared links.
✅ Better Security & Access Control – Admins can control permissions at the app level instead of managing individual reports.
✅ Seamless Updates – Updating a report in the app automatically reflects for all users.
✅ Professional Look & Feel – Apps provide a cleaner interface compared to individual reports in a workspace.
✅ Mobile-Friendly – Power BI Apps work seamlessly on mobile devices via the Power BI Mobile App.

3️⃣ How to Create a Power BI App

Step 1: Open Power BI Service

Go to Power BI Service → https://app.powerbi.com
Click on “Workspaces” in the left-hand menu.
Select the workspace that contains the reports and dashboards you want to include in the app.

⚠ Note: You must have at least a Member or Admin role in the workspace to create an app.

Step 2: Click on “Create App”

Inside the workspace, click on the “Create App” button (top-right corner).
This will open the App Setup Page where you configure the app details.

Step 3: Configure App Details

Enter a Name for the App (e.g., “Sales Performance Dashboard”).
Add a Description to help users understand the app’s purpose.
Upload an App Logo (optional but recommended for branding).
Set a Theme Color (optional, for better UI customization).

✅ The Name, Description, and Logo will appear on the Power BI Apps page for end-users.

Step 4: Select Reports & Dashboards to Include

Click “Next” to go to the “Content” section.
Select the Reports and Dashboards you want to include in the app.
(Optional) You can reorder the items by dragging them in the list.

⚠ Ensure the reports and dashboards are properly set up before publishing the app.

Step 5: Configure App Permissions

In the “Permissions” tab, specify who can access the app.
Add users or groups (e.g., specific users, security groups, or the entire organization).
Set the permission level:
- Can View – Users can only see the reports (default).
- Can Build – Users can use the dataset to create their own reports (if enabled).

✅ You can assign permissions to individuals, distribution lists, or security groups from Azure Active Directory.

Step 6: Publish the App

Click “Publish” to make the app available.
Users will receive an email notification with a link to the app.
The app is now listed under “Apps” in the Power BI Service.

🎉 Your Power BI App is now live! Users can install it and access all included reports and dashboards.

4️⃣ How to Share a Power BI App

Option 1: Direct Share

Go to Apps in Power BI Service.
Click on your published app.
Copy the App URL and send it to users.

✅ Users can click the link to open the app directly.

Option 2: Users Install from Power BI Apps

Go to Power BI Service → Click on Apps in the left menu.
Click “Get Apps” (top-right corner).
Search for the app by name.
Click “Install” to add it to their Apps list.

✅ Users can now access the app anytime under “Apps.”

5️⃣ Managing and Updating a Power BI App

Updating Content in an App

Open the Workspace where the app was created.
Modify or update reports and dashboards as needed.
Click “Update App” (top-right corner).
Review changes and click “Update”.

✅ Users will see the updated reports automatically!

Managing App Permissions

Go to Apps > [Your App Name] > More Options (⋮) > Manage Permissions.
Add/remove users or modify permissions.
Click Save.

✅ Permissions update instantly without republishing the app.

6️⃣ Best Practices for Using Power BI Apps

✅ Use Separate Workspaces for Different Departments – Organize apps based on teams.
✅ Keep Apps Simple – Include only the necessary reports & dashboards.
✅ Use Security Groups for Access Control – Easier to manage permissions.
✅ Apply Row-Level Security (RLS) – Ensure users only see relevant data.
✅ Schedule Data Refreshes – Keep reports up to date automatically.
✅ Monitor Usage Metrics – Track how users interact with the app.

Final Thoughts

Power BI Apps are a powerful tool for sharing reports and dashboards efficiently. By following the steps in this guide, you can create, publish, and manage Power BI Apps to ensure your reports are accessible, secure, and well-organized.

Would you like help with Power BI App setup, automation, or security? Let me know!

Power BI App Quick Links:

🔗 Sign in to Power BI Service → https://app.powerbi.com
📥 Download Power BI Desktop → https://powerbi.microsoft.com/desktop/
📖 Microsoft Power BI Documentation → https://docs.microsoft.com/en-us/power-bi/

Let me know if you need further details!

Tags:

Power BI, Power BI Apps, Power BI Reports, Power BI Dashboards, Power BI Sharing, Power BI Permissions, Power BI Service, Power BI Deployment, Business Intelligence, Power BI Collaboration, Power BI Workspaces, Power BI Governance, Power BI Access Control, Data Visualization