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Manage Workspace Access

List who has access to one or more Power BI workspaces and add, change or remove people, groups and apps from the MetaMiner Client (MMC), signed in as your own Microsoft account.

How it works

Manage Access... reads the current workspace members live from Power BI, lets you stage changes for several workspaces in one dialog, and applies them when you click Apply. Every read and change runs with your Microsoft sign-in, so Power BI applies your own workspace role and logs the change under your name.

View Power BI endpoints used Who can make changes
Normal view Workspace endpoints Power BI allows changes according to your role in each workspace. Workspace admins can manage all access
Tenant Admin View Power BI admin endpoints Fabric administrators, for any workspace in the tenant. Also needs the MetaMiner Tenant Admin permission

The search for people, groups and apps uses the MetaMiner app's Microsoft Graph access, not your sign-in.

Before you begin

  • Your administrator turned on Power BI sign-in, and you signed in when you connected. See Connect to a Server. Without it the action is not offered.

  • Your organization consented to the delegated permissions MetaMiner requests for this feature:

    Operation Delegated Power BI permission
    List workspace access Workspace.Read.All
    Add, change or remove access Workspace.ReadWrite.All
    Any of these in Tenant Admin View Tenant.ReadWrite.All

    See Delegated User Sign-In.

  • For Tenant Admin View, your Microsoft account holds the Fabric administrator role.

Steps

  1. In the Power BI Explorer, select one or more workspaces of the same environment. Use Select workspaces in the selection drop-down to pick many at once.
  2. Right-click and choose Modify > Manage Access.... The client loads the current access of each workspace.

  3. Review the Manage Access tree: one node per workspace, one row per member.

    Column Meaning
    Name Workspace, or member display name
    Type Member type: user, group or app
    Current Access The member's role now
    New Access The role after you apply. Click the cell to choose Admin, Member, Contributor or Viewer
    Status New, Modified or Remove for staged changes. No Access on a workspace means your account could not read its access list

  4. To change a role, choose a value in New Access.

  5. To remove a member, right-click the row and choose Remove. Choose Undo Remove to take it back.
  6. To add someone, click + Add people or groups. In Add People:
    1. Type at least 3 characters in Enter name or email. Users match on the start of the display name or e-mail; groups and apps match on the start of the display name.
    2. Select one entry in Search Results.
    3. Choose the Access level.
    4. Tick Override existing access to change the role of the person in workspaces where they already have one. Without it, those workspaces keep the current role.
    5. Click Add. The person is added to every workspace in the dialog that you can read.
  7. Click Apply. It is enabled once you have staged a change. The result window shows All Changes Applied Successfully, Partial Success or Changes Failed, with one row per change (Name, Type, Action, Status). Select a failed row to see Error details.

Image of the Manage Access dialog with two workspaces expanded, one member staged as Modified, one as Remove and one New, and the Apply button enabled

../../images/client/pbi-manage-access.png

Image of the Add People dialog with a search term, three search results, Access level Viewer and Override existing access unticked

../../images/client/pbi-add-people.png

Verify

  1. Open the workspace in the Power BI portal and check Manage access.
  2. Run Manage Access... again in MetaMiner. It reads live, so it shows the new roles at once.

The Power BI Explorer, the security matrix and the Entra tab show the change after the next collection.

Troubleshooting

Manage Access... is not on the menu

Power BI sign-in is not on for this connection, or the selection contains rows other than workspaces, or workspaces from two environments. The message This feature requires PBI SSO Login means your administrator must turn on Power BI sign-in.

A workspace shows No Access

Your Microsoft account cannot read that workspace's access list. In normal view, ask a workspace admin. In Tenant Admin View, the dialog explains that your account is likely not a Fabric administrator.

Changes Failed with a permission error

Power BI refused the change for your account's role, or the tenant has not consented to the write permission. Check your workspace role, or ask your Microsoft Entra administrator about consent.

A person cannot be found

Type the start of the display name or e-mail address. Search returns users, groups and apps from Microsoft Entra ID; guest users are found by their display name or mail address.

Next steps