Growing relationships
As users, groups, reports, and roles grow, so can the number of direct and inherited assignments that need to be managed.
Scale Power BI access without turning administration into a bottleneck
Reports Gate is an access and governance portal for Power BI. It centralizes access to embedded reports and the management of users, groups, and RLS roles.
- Each user sees their assigned reports
- Delegated management without global rights
- Assignments and roles visible from one place
As Power BI grows, so does the complexity of managing it
More users, reports, groups, and business areas create more access relationships to maintain. Without a shared layer, day-to-day work remains concentrated in the BI team and understanding who can access each report becomes harder.
Centralized operations
Routine changes depend on the central team when business areas cannot manage their own scope.
Access that is hard to interpret
Reconstructing how users, groups, reports, and roles relate requires checking multiple assignment levels.
Reports Gate brings those relationships into a dedicated portal so access is easier to see, manage, and delegate.
Give every user a clear place to access reports
Each person enters a portal focused on the reports available to them.
- Each user goes straight to the reports available to them.
- Frequently used content remains easy to find and revisit.
- Business-area and group organization reduces irrelevant content.
Delegate day-to-day work while retaining global control
Distribute tasks across business areas without granting global administration rights.
- Delegated administrators handle routine changes within their assigned business areas.
- The BI team retains a global view of access relationships.
- Groups make assignments reusable instead of managing them user by user.
Manage assigned roles and review the resulting access
Connect access governance with Power BI Embedded and the RLS roles defined in your models.
- Direct and inherited assignments combine when access is determined.
- The team can preview the experience produced by current assignments.
- Relationships and recorded access support operational oversight.
A governance layer between Power BI and every user
Reports Gate connects existing content to an access model organized around business areas, groups, and roles. The flow comes down to four steps.
-
Synchronize content
Update workspaces, datasets, reports, and roles from Power BI.
-
Organize administration
Define business areas and assign their delegated administrators.
-
Configure assignments
Connect users and groups with the reports and roles defined for each case.
-
Generate and review access
When a report opens, apply identity and roles to the Power BI Embedded token and review the resulting relationships.
What each role can do
Walk through the main tasks for report consumers, delegated administrators, and global administrators.
Sign in
The user accesses the portal with their corporate identity.
- Corporate identity
- Direct and group assignments
- Available reports
What your team can manage with Reports Gate
Concrete capabilities for simplifying access, managing relationships, delegating work, and keeping operations connected to Power BI.
Simplify everyday access
Report portal
Present each user with reports assigned directly or inherited through groups.
Search, favorites, and recent reports
Help users return to frequently used content with less friction.
Report viewing experience
Provide table and carousel views, full screen, and report fit controls.
Manage access relationships
Users, groups, reports, and roles
Manage access relationships from the perspective that best fits each task.
Custom and Entra ID groups
Combine groups created in Reports Gate with groups synchronized from Microsoft Entra ID.
Multiple workspaces
Manage content from different workspaces within the same portal.
Delegate without losing global control
Delegated administrators
Distribute day-to-day management by area without granting global administration rights.
Defined scopes
Limit each delegated administrator to their assigned business areas.
Global relationship view
Review relationships across business areas, users, groups, reports, and roles from one place.
Connect security and operations
RLS roles and filters
Apply roles when generating the token and manage additional filters when the architecture requires them.
View-As
Preview the experience produced by a user's current assignments and roles.
Power BI synchronization
Update workspaces, datasets, reports, and roles from Power BI.
Tracking and subscriptions
Record report and page access and schedule report-page images for email delivery.
Frequently asked questions
Straightforward answers about the technical and operational fit of Reports Gate.
What kind of team is Reports Gate designed for?
It is designed for BI and Data leaders who need to expand Power BI access without concentrating all operations in a central team. It also supports delegated administrators and report consumers.
Do we need to replace our existing reports?
Reports Gate synchronizes and displays existing reports. The required setup depends on each environment; some RLS configurations may require changes to the model or dataset.
How is each user's access determined?
Access is calculated from direct assignments and assignments inherited through groups. When a report opens, Reports Gate uses the resulting identity and roles to generate the Power BI Embedded token.
What can a delegated administrator manage?
A delegated administrator can manage users, groups, reports, roles, filters, and subscriptions within assigned business areas without receiving global administration rights.
What can we review during a demo?
We can review your identity setup, workspaces, RLS models, administration profiles, and Power BI Embedded requirements. Licensing requirements need commercial and legal validation for each architecture.
See how Reports Gate fits your environment
During the demo, we can review your users, workspaces, groups, RLS models, and delegation needs to assess the technical and operational fit.