Publish reports

The Publish reports feature lets you share reports directly with leaders, managers, or even an entire organization. This helps to streamline the communication process between analysts and leadership, ensuring that organizational insights and data are delivered effectively alongside other Viva Insights content.

A "report" can refer to:

• Any Power BI report within Viva Insights. This could be a precomputed report on the Reports tab, or a Power BI report that you access from the Analysis results tab.

• A custom report stored outside of Viva Insights that includes Viva Insights metrics or other types of metrics like surveys or Microsoft 365 Copilot metrics. This report is typically in Power BI but it doesn't have to be. You might have already shared this report via email, but with this feature you can publish it seamlessly within Viva Insights.

Here's a few more details about how it works:

• You decide what report you want to publish.

• You publish a card, which includes a title, description, and a link to your report.

• You define what data the recipients can see, select the card's recipients, and specify how long you want it to be published.

• After publishing, all of your recipients receive an email with the published card. For those who have access to the Viva Insights web app's Reports tab, they can access their published cards there.

Roles and permissions

Viva Insights Analysts and admins can access this feature within the Viva Insights web app.

• Analysts can create new publishes, view publishes, and remove their existing publishes.

• Viva Insights admins can view all publishes, remove any publishes, and set which analysts can publish using feature access management policies.

Publish reports landing page

This page displays all the publishes within the past year from the partition, regardless of their state. From this page, you can publish a new custom report, view your publishes, and remove existing publishes. To publish a Viva Insights Power BI report, navigate to that report first.

View publish details

When viewing existing publishes, you can see details on the author, publish name, publish date, end date, status, and actions.

How to publish a Viva Insights Power BI report

Any Power BI report within Viva Insights can be sent to eligible recipients. Those recipients receive the report and can view it just like you do.

While you're viewing the report that you want to publish, select Publish.

Create your card

The card you create is what recipients see. Fill out the details for this card and ensure it looks accurate using the card preview before publishing. You're responsible for the content that appears on your published cards.

• Report: This is prefilled with the report name of the report you're publishing.

• Card title: Choose a concise and descriptive title for your report. This can't be empty and must be fewer than 100 characters.

• Publisher name: Keep your name or update it to reflect the group publishing the report. This can't be empty and must be fewer than 100 characters.

• Description: Write a summary of the report's content and its relevance to the target audience. This can't be empty and must be fewer than 500 characters.

Ensure the content looks accurate by reviewing the preview on the right side of the page.

Data access and target audience

You can publish Viva Insights Power BI reports with one of two types of data access models.

Unfiltered original report lets you publish the report as you see it, with no filtering applied. With this option selected, you can publish to people in your organization who have been granted access to the Copilot Dashboard in Viva Insights using the Microsoft 365 admin center.

Filter report by manager hierarchy lets you publish a report in which recipients only see data for their own team. With this option selected, you can publish to enabled managers. Admins can enable managers in Manager settings. Not all embedded reports allow you to filter by manager hierarchy.

Choose how long the card should be active

Set a date when the published report card will no longer be available for recipients to view. You can select a date up to 90 days out.

Choose a name for the publish

Assign a unique name to your report's publish. This name helps you and other analysts identify the report within the Viva Insights web app. This is only visible within the Viva Insights web app and isn't visible to recipients.

Publish

Once you've filled out the details, select Publish to publish your report.

An email notification is sent to all recipients and those recipients can see the published card on their Viva Insights web app Reports tab.

How to publish a custom report

Under the Analysis tab in the Viva Insights web app, select Publish reports. Then, at the top right, select Publish new.

Create your card

The card you create is what recipients see. Fill out the details for this card and ensure it looks accurate using the card preview before publishing. You're responsible for the content that appears on your published cards.

• Report Link: Provide the URL where the report can be accessed.

  Important

  This feature doesn't provide recipients permissions to the URL you’re publishing. Ensure that you have already made this URL available to your recipient audience so there aren’t permissions issues when recipients access this link from the card.

  • If you're publishing a Power BI report, ensure that you have already shared it with your desired audience so they can access the content once you publish. Learn more about sharing Power BI reports.

    Important

    This feature does not filter or edit the data based on viewer, so whatever you publish is published as-is to all recipients.

  • If you're publishing a Power BI report, consider adding row-level security to it if you want viewers to only see a subset of the data that's applicable to them.

• Card Title: Choose a concise and descriptive title for your report. This can’t be empty and must be fewer than 100 characters.

• Publisher Name: Keep your name or update it to reflect the entity publishing the report. This can’t be empty and must be fewer than 100 characters.

• Description: Write a summary of the report's content and its relevance to the target audience. This can’t be empty and must be fewer than 500 characters.

Ensure the content looks accurate by reviewing the preview on the right side of the page.

Select target audience

You can use the feature's targeting options to publish to specific users or groups inside or outside your partition.

• Supported groups include distribution groups, Microsoft 365 groups, and security groups that contain less than 5,000 people. Recipients are determined by the group membership when you publish.

• If you try to publish to a universal security group or groups over 5,000 people, the publish might seem like it succeeds, but it will fail.

Choose how long the card should be active

Set a date when the published report card will no longer be available for recipients to view. You can select a date up to 90 days out.

Choose a name for the publish

Assign a unique name to your report's publish. This name helps you and other analysts identify the report within the Viva Insights web app. This is only visible within the Viva Insights web app and isn't visible to recipients.

Publish

Once you've filled out the details, select Publish to publish your report.

An email notification is sent to all recipients and the recipients who can access the Viva Insights web app's Reports tab can see it there.

Manage your published report

Once you publish a report, it’s available for all recipients to view. If you decide the details of a published report are incorrect, you can remove the publish via the Publish reports page and create a new publish. You can’t edit a published report.

Administrative capabilities

Feature access management

Viva Insights admins can manage which analysts are enabled to publish reports by creating feature access management policies. By default, there are no policies set, so all analysts can publish reports and manage them.

To change this default, Insights admins can create new policies to allow them to manage this feature. Use these steps to manage access policies. The FeatureId is AnalystReportPublish and the corresponding ModuleID is VivaInsights in VFAM.

Examples of policies might look like:

• Enable publishing for all analysts (default)

• Enable publishing for all analysts, except for specific ones

• Disable publishing for all analysts, except for specific ones

• Disable publishing for all analysts

Learn more about feature access management.

Unified audit log

Publishing related actions are captured in the Unified Audit Log.