Set up Power BI access

Use this guide if you manage report setup for a workspace. Ordinary users can start with exploring reports.

Before you start: confirm the active AtroBI workspace, your setup permissions, and a Microsoft account with access to the intended reports.

Follow the setup order

1. 1ConnectConnect your Microsoft Power BI account.
2. 2Find reportsReview imported workspaces and reports.
3. 3Grant accessEnable the workspace and intended members.
4. 4Prepare AIChoose approved report metrics and dates.
5. 5TestCheck viewing and AI as the intended user.

Report viewing and AI access are separate. A team can start viewing reports before AI metrics are ready.

Connect your Microsoft account

1. Select Power BI in the sidebar, if available to your role.
2. In Microsoft Power BI account, select Connect Microsoft account.
3. Complete Microsoft's sign-in and consent flow using the correct work account.
4. Return to AtroBI and confirm Connected.
5. Review the imported report list.

Connecting does not require selecting a report first. AtroBI discovers the accessible workspaces and reports returned by Microsoft. Search and workspace filters narrow the displayed list; they do not limit which accessible reports are imported.

Use Refresh reports to request an updated inventory. Reconnect account repeats sign-in when access needs renewal. Disconnect account removes the saved connection and prevents it from obtaining new viewing tokens.

If Microsoft asks for administrator approval

Expand Microsoft asks for administrator approval?. A Microsoft Entra administrator in the relevant Microsoft organisation must approve the selected app. After approval, complete the normal account connection.

Changing a member's AtroBI role does not grant Microsoft consent or Power BI permissions.

If Microsoft sign-in is not configured for the workspace, a workspace administrator should review Workspace settings → Microsoft app connection with the person who manages the Microsoft app registration.

Grant the intended users access

Open Workspace settings → Analytics access.

Access checks work togetherPassing one check does not replace the others.

1. 1
   Workspace and member

   Analytics is enabled for this AtroBI workspace and the active member.

2. 2
   Feature and report

   Your role, capability switches, report access, and approved metrics allow the action.

3. 3
   Power BI and source data

   Microsoft permissions and source security allow viewing, querying, or editing as needed.

Enable workspace analytics and the intended member's analytics access. Review the member's Report, AI Analyst, Authoring, and Configuration permissions according to their responsibilities.

These switches do not replace Power BI permissions, report-sharing rules, or source data security. See members and permissions.

Prepare AI only when needed

Open a report and use AI settings → AI setup to choose metrics and the Date to use. See prepare reports for AI.

A report may remain view-only if Microsoft permits viewing but does not permit queries against its underlying model. Missing Build or query access should be resolved in Power BI before expecting AI answers.

Existing report connection wizard

Some configurations also offer a report-specific flow with Power BI access → Report → AI Analyst setup → Review. Choose the Microsoft workspace or personal/shared report context offered to your account, then the report.

Review the AI choices, or continue without AI when that option is offered. Select Connect report at review. Test access checks the connection, and Test AI Analytics is offered after a suitable AI-ready connection.

An AtroBI workspace is your customer organisation. A Power BI workspace is Microsoft's container for reports. A Power BI report page is a tab inside a report.

Check the finished setup

Confirm that an intended user can open the report, sees only the expected data, and can ask an appropriate question if AI is enabled. Test viewing, AI querying, and editing separately; success in one does not establish the others.

Some organisations use an application-managed Power BI connection instead of per-user Microsoft sign-in. Its approved setup is managed by the platform operator; users should follow the connection prompts shown for that report.