Power BI Apps vs. Workspaces: How to Choose the Right Distribution Method
When rolling out Power BI content across an organization, one question comes up time and again: Should you distribute through Apps or Workspaces? While both are built to share insights, they each excel in different situations. Knowing which to use—and when—can make your reporting smoother, more secure, and more impactful.
Why It Matters
Traditionally, the answer was simple: publish an App. Apps offered a clean, read-only environment for report consumers, while workspaces were reserved for authors and developers.
But now, with the Viewer Role available in app workspaces, you can give users read-only access to workspace content without needing a Pro license—provided the workspace is backed by Premium. This opens new possibilities for collaboration and content sharing.
Power BI Apps — For Broad, Polished Distribution
Power BI Apps remain the best tool for wide-scale distribution.
- Content is packaged, published, and presented in a controlled environment.
- Users enjoy a polished, read-only experience.
- Supports row-level security for tailored access.
- Free users can be included if your workspace has Premium capacity.
- Ideal when you want a curated, brand-aligned delivery of reports and dashboards.
App Workspaces — For Collaboration and Agility
Workspaces are primarily designed for content creators—authors, developers, and analysts.
- Great for small teams or project-specific work.
- The Viewer Role allows you to share with free users (in Premium).
- Removes the need to publish an app for quick updates.
- Encourages closer collaboration between report authors and consumers.
The Viewer Role: Changing the Game
With Viewer Role:
- Add a free user as a viewer to a Premium workspace.
- They access reports directly in the Power BI portal—no separate app needed.
- Perfect for project workspaces or small, dynamic teams.
When to Use Apps vs. Workspaces
Choose Apps when:
- You need to share with a large audience.
- You want a guided experience with navigation menus, documentation, and embedded forms.
- You want to keep workspace membership limited to authors only.
- You need a clear separation between content creation and consumption.
Choose Workspaces when:
- You’re collaborating with a small team.
- You want to avoid the extra step of publishing an app.
- Your Premium workspace allows free users as viewers.
- You need a more informal, iterative collaboration model.
Quick Reference Table
| Situation | Best Option |
|---|---|
| Large audience, polished experience | App |
| Small team, fast collaboration | App Workspace (viewer role) |
| Custom navigation & documentation | App |
| Quick Premium-backed sharing | App Workspace (viewer role) |
Best Practices
- Use Premium capacity to extend access to free users.
- Apply the Viewer Role for secure, read-only permissions.
- Reserve editing rights for genuine content creators.
- Stick with Apps for a fully managed, branded user experience.
- Regularly audit access lists for compliance and security.
Final Thoughts
There’s no single “right” answer—only the right fit for the situation.
- For broad, business-wide sharing, Apps are the clear choice.
- For smaller, Premium-backed teams, App Workspaces with the Viewer Role provide a flexible, efficient alternative.
By weighing your audience size, content goals, and collaboration style, you can ensure Power BI delivers maximum value across your organization.
