How to Share Data Source

Data source sharing lets other users or groups access an existing Salesforce data source configuration and use it for Power BI exports.

Instead of creating duplicate data sources for the same reporting needs, teams can work from a shared configuration managed by the data source owner.

This page explains how to share a data source, manage access and understand what regular users and administrators can see.

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1. Open Share Settings #

Go to Data Sources, click the ⋯ (three dots) next to a data source, and select Share.

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2. Select Users and Groups #

In the Share settings window:

• Search and select users
• Optionally add groups
• You can select multiple recipients

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3. Confirm Sharing #

Click Share to apply access.

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Alternative: Share from Create/Edit Screen #

You can also manage access while creating or editing a data source.

1. Open a data source or click Create data source
2. Go to the Sharing settings tab
3. Add users and/or groups the same way
4. Save the data source

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How Access Works #

For regular users #

• Shared data sources appear in the “Shared with me” tab
• They can:
  • View the configuration
  • Use the data source for exports
• They cannot edit or modify shared data sources

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For administrators #

Administrators have full visibility by default:

• They see:
  • Their own data sources in “My data sources”
  • All other users’ data sources in “Shared with me”
• This applies even if a data source was not explicitly shared

This design ensures continuity — data sources remain accessible for maintenance, troubleshooting, and reassignment if ownership changes (for example, when a team member leaves).

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💡 Notes #

• Sharing does not duplicate the data source — it provides access to the same configuration
• Any changes made by the owner will be reflected for all users
• Use groups to simplify access management for teams