Where should reports be shared?

How a report is shared often determines whether it is used at all. The most common mistake is sending a file.

Never as a file

A PBIX file or a screenshot sent by email is outdated the moment it is sent, and it remains in inboxes for months. If two people receive different versions, disagreements arise over which figure is correct.

Workspace for creators, app for readers

Developers work in the workspace. Readers should get an app—a streamlined version containing only what they need. This makes access management easier and provides a far better experience than letting people into the workshop.

Put it where people are

A report in the Teams channel where decisions are made gets seen. The same report buried three clicks deep in a portal does not. This is often the difference between a report that gets used and one that is recreated every quarter.

Remember row-level security before sharing widely

If the report is to be shared widely, you need to establish who should see what. Broad sharing without row-level security is the easiest way to expose figures that were not intended for everyone.