Power Apps / Power BI integration - scalability questions

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Posted on by taisiyas

Hello, Power Apps professionals,

I need your help on a matter.

I am trying to embed Power BI reports into a model-driven (Dynamics 365) app which will then be available for multiple users from multiple organizations, and I am stuck here at a scalability challenge. The documentation says that "Power BI components [in Dataverse] can be easily managed as part of your ALM", yet, from what I see, the end users would need to create and manage Power BI ecosystem by themselves in order to have access to Power BI reports (which are a part of our Solution), as far as I understood.

From another side, for Customer Service, for example, Microsoft offers some pre-built Power BI reports for which no additional licensing is needed and no additional Power BI workspaces (at least on the end-user end) are created. I would like to have something similar for our users (our = external users from other organization which will consume our Solution), but on our own data. Do you maybe know anything about best practices here? I have gone through a BUNCH of documentation about Dataverse, Power BI, Power Apps, Dynamics 365, Power BI for Customer Service Dynamics 365 App, ISV, but I don't seem to be able to connect all the pieces of this puzzle into one wholesome picture.

I will be happy for any advice, information, or experience sharing.

Thank you in advance,

Kind regards,

Tais

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pavanmanideep 495 Power Up Champ - 2025 on at

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Hi @taisiyas ,

If you were trying to embed Power BI Reports in Power Apps, you can use Environment variables for better ALM, you can deploy your Power BI Reports to workspace and embed it in Power Apps. You can refer to my blog post on this.. https://ecellorscrm.com/2024/01/21/use-environment-variable-to-deploy-different-version-of-power-bi-reports-across-environments-in-power-platform/

May I ask why you want to use Power BI Components at first place, the above approach is best, I am using in Production Environments as well.

Hope this helps...

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Blog:https://ecellorscrm.com

Cheers,
PMDY

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taisiyas 18 on at

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Hi,

Thank you for your reply and the article posted. I might have not expressed my problem correctly. The question is not in how to embed PBI components or PBI dashboard to Power Apps but rather if I am missing something on the matter. What I am struggling with is the delivery of such embedded PBI reports / dashboards to the final customers. As far as I understood, the final customers would need to manage the whole ecosystem of Power BI by themselves (workspace, licenses, etc.), and that is why I mentioned PBI components - because this is what was mentioned in documentation in relation to ALM.

If you have any thoughts about the matter, please do share them.

Kind regards,
Taisiya

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pavanmanideep 495 Power Up Champ - 2025 on at

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Hi @taisiyas ,

For your users to use Power BI embedded, they need to purchase at least Power BI Pro license at least. You can maintain Power BI Workspaces or your users can also maintain Power BI Workspaces. Buying licenses for all the users who are going to view the report should be kept in mind. This is the thing which you were not considering.

Each Power BI Pro License costs 10 US $ approx.

I hope this helps...

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If you like my response or got a direction forward to proceed, please give it a Thumbs Up. Appreciate your Kudos. You can accept more than one post as a solution.

If you were still facing any issue or challenge, please do let me know so that I can try to check for you. Happy to help you further.

Blog:https://ecellorscrm.com

Cheers,
PMDY

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taisiyas 18 on at

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Hi,

Thank you for your input. Generally yes, I know that users would need a license, depending if we are operating in App owns the data or User owns the data mode. But I also know that since there are pre-built PBI template apps which are already integrated inside Dynamics 365, there might be (or might not be) some workaround about this. If there is not, I am looking for the best practices of embedding PBI into model-driven apps, and some guidance on the matter.

Should you have some experience with this, it would be very helpful.

Kind regards,
Taisiya

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pavanmanideep 495 Power Up Champ - 2025 on at

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Hi @taisiyas

If you were referring to template Power BI template Apps within Dynamics 365, you can refer this article, this works with some minor configuration.
https://learn.microsoft.com/en-us/dynamics365/sales/configure-sales-template-apps

Next if you want customize these template apps, you can refer to
https://learn.microsoft.com/en-us/dynamics365/sales/customize-template-apps

You can refer to these posts for best practices embedding Power BI
https://community.fabric.microsoft.com/t5/Community-Blog/Learn-Design-Guidelines-and-Best-Practices-with-Power-BI/ba-p/3161044

https://rishonapowerplatform.com/2022/12/19/add-power-bi-report-or-dashboard-in-a-power-app-model-driven-app-system-dashboard/

https://ecellorscrm.com/2024/01/21/use-environment-variable-to-deploy-different-version-of-power-bi-reports-across-environments-in-power-platform/

Hope this helps...

If I have answered your question, please mark your post as Solved.
If you like my response or got a direction forward to proceed, please give it a Thumbs Up. Appreciate your Kudos. You can accept more than one post as a solution.

If you were still facing any issue or challenge, please do let me know so that I can try to check for you. Happy to help you further.

Blog:https://ecellorscrm.com

Cheers,
PMDY

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taisiyas 18 on at

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Hello,
Thank you for the links provided. However, unfortunately, I don't seem to find there the answers my questions. What I am trying to do is to create a scalable solution based on a model-driven app which many users from many companies would be able to implement on their side - and with their data - by themselves, and I am looking for existing cases of such implementations.
If you have any thoughts about the matter, please do share them.

Kind regards,
Tais

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taisiyas 18 on at

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Hello again,

Do you maybe know if Power BI components in Power Apps would work with Power BI Embedded (classical embedded, a.k.a. ex-Power BI Premium) - App Owns the Data mode?

Thank you in advance for your kind reply.

Kind regards,
T.

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pavanmanideep 495 Power Up Champ - 2025 on at

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Hi @taisiyas ,

I hope this can help...

https://powerplatformlearn.com/2022/12/14/solution-aware-power-bi-reports/

If I have answered your question, please mark your post as Solved.
If you like my response or got a direction forward to proceed, please give it a Thumbs Up. Appreciate your Kudos. You can accept more than one post as a solution.

If you were still facing any issue or challenge, please do let me know so that I can try to check for you. Happy to help you further.

Blog:https://ecellorscrm.com

Cheers,
PMDY

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taisiyas 18 on at

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Hi,

Thank you for your reply. I have seen this tutorial, thank you for sharing it. It is, indeed, a great one. I used it myself. However, following the instructions, I found out that users would still need to have Power BI Pro licensing. What I am trying to do is to create "classic" Power BI Embedded App, when the developer covers Power BI Premium a.k.a. Fabric capacity, and the users then wouldn't need to purchase any additional licensing to access Power BI report.

I hope I explained what I need in a comprehensive way. Do you have any thoughts on the matter?

Kind regards,
Tais

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pavanmanideep 495 Power Up Champ - 2025 on at

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Hi,

I am sorry if I get you wrong, but actually the Power BI report or component development is same, it is based on your license, the end user may or may not require a license to consume it. If you still have any questions, send them...

Working for community to enable you build better Power Platform Solutions...

Cheers,
PMDY

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