In this article, we'll explain how to give Users permission to access Power BI reporting. Administrators can choose to give either 'View only' access to Fixed reports and user-created reports or to allow Users to view, create, and edit reports.
For example, it may be helpful to allow all Managers access to reporting so they can view learning progress for their direct reports. Or perhaps all LMS administrators require access to view, create, and edit reports.
You can select one of two different methods to assign Reporting permissions. Only one method can be active in your Learn. We'll cover:
- Assign permission one-by-one, or in bulk - which option is best for me?
- Steps to grant reporting access to users individually (one-by-one)
- Steps to grant reporting access via LMS roles (in bulk)
- Assign permission to view Perform reports
Watch the video below for a walkthrough of the options:
Which option is best for me?
Granting access individually is quick and works well for a small number of users. However, when you need to share access more widely, creating a customised LMS role is more efficient and scalable, since it lets you grant permissions in bulk.
Role-based access also makes auditing easier and ensures consistent permissions across your organisation. Whichever method you use, put clear processes in place to minimise errors and maintain compliance.
In many cases, entire groups require the same access. For example, all managers may need permission to view reports, while LMS administrators need permission to view and edit them. In these situations, assigning permissions through a customised LMS role is the more effective choice.
How are LMS roles customised?
LMS Roles comprise a range of ACL permissions. Each permission grants the User access to a feature or function in Learn LMS. For more information about ACL permissions, view ACL permissions: manage access to specific features and functions in Learn.
The following ACL permissions must be added to an LMS role to grant access to reporting:
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- Admin.Reports.PowerBI.View - allows Users to access the reporting hub and view reports
- Admin.Reports.PowerBI.Edit - allows Users to Edit Power BI report
Steps to grant reporting access to users individually (one-by-one)
- Browse to the Manage Users area:
- Find the User who requires access to reporting.
- Select Actions
- Select Edit:
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Scroll down to the 'Roles' section. There are two options here: 'Reporting' and 'Edit' reports. Select 'Reporting' and the User will have access to view the Fixed reports and reports created by colleagues. Select 'Edit reports', and the User will also have access to create and edit reports:
- Enabling the 'Edit reports' option does not grant immediate access. It may take up to an hour for permission to become active.
- The black bar (with Learn, Perform, Manage Users, and Reports) is not visible when impersonating a User.
Steps to grant reporting access via LMS roles (in bulk)
- Browse to Learn admin
- Select Settings:
- Select LMS roles from the Settings Administration menu
- Select the role to which you would like to add a permission
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Add the ACL permissions as required. Users who should be able to View and Edit reports must have both ACL permissions assigned to their LMS role:
- Admin.Reports.PowerBI.View - allows Users to access the reporting hub and view reports
- Admin.Reports.PowerBI.Edit - allows Users to Edit Power BI reports
- Select Submit to save.
ℹ️ Info: The switch to managing reporting access via ACL permissions takes 24 hours to take effect. After 24 hours, continue to step 7. - Browse to the Manage Users area:
- Select Settings
- Toggle on the setting Use Learn ACL's for Reporting Access:
- Review the warning message, and select OK when ready to proceed
Assign permission to view Perform reports
There are two ways to allow a User access to view Perform reports. Either:
- Give a User access to view all Users in Perform and Perform reporting
- Give a user access to view members of specific (Learn) Group(s) in Perform and Perform reporting
Note that Users must also have the correct permissions in Manage Users, as described in this article. Permission to view and/or edit reports can be assigned on a one-by-one basis, or, permission can be assigned in bulk using LMS roles.
Give a User access to view all Users in Perform and Perform reporting
When nominated as a Perform Administrator, a User will have full administrator access to all areas of Perform, including the ability to create review templates, view all User feedback, Development activities, objectives, etc.
This option is usually reserved for the Perform admin team.
View How to add and remove administrator permission for Perform to see how to nominate a User as Perform Adminstrator.
Give a user access to view members of specific (Learn) Group(s) in Perform and Perform reporting
It is also possible to enable a User to view specific Groups of people within Perform, and Perform reporting, by assigning them as a Group Administrator.
This functionality allows Perform administrators to delegate access to Perform and Perform reporting, helping distribute admin responsibilities more effectively.
View Allow Group Administrators to view Group members in Perform for more information.
Discover more about the Fixed reports
Want to get the most out of Fixed Reports? Our step-by-step guides cover the top queries on compliance and Event management, helping you use Fixed Reports effectively while learning key techniques along the way.
When you're ready to explore further, view Key techniques for using the Fixed reports in which Gary walks through real-world use cases.
Need quick answers? Check out FAQ, Reporting and Analytics with Power BI, packed with over 100 common questions and links to in-depth resources. You can also join our regular Ask Me Anything: Reporting live events - come along and ask your question directly to our panel of experts.
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