Fix Power BI “From External Orgs” & “Shared With Me” Missing Reports
You granted a colleague or external client access to a Power BI report, Workspace, or App. Yet when they sign into app.powerbi.com and click Browse → Shared with me or From external orgs, the list is completely empty.
TL;DR Why the List Is Empty
Power BI splits shared content across four completely separate buckets depending on how you granted access. Reports shared via a Workspace role or Power BI App Audience never show up in “Shared with me” or “From external orgs”.
No content from external organizations is available
(Even though the guest was added to your Workspace or Power BI App Audience!)
The 4 Disconnected Places Where Power BI Hides Shared Reports
When Microsoft moved Shared with me out of the primary left sidebar and tucked it inside Browse alongside From external orgs, thousands of users assumed all reports they have access to would appear there. Instead, Power BI segregates reports strictly by how permission was granted:
| How You Shared the Report | Shows in “Shared With Me”? | Shows in “From External Orgs”? | Where the Viewer Must Actually Go |
|---|---|---|---|
| 1. Direct Report “Share” button (Internal User) | Yes | No | Browse → Shared with me |
| 2. Direct Report “Share” button (External B2B Guest) | No | Only if tenant B2B discovery is enabled | Browse → From external orgs (or direct link with ?ctid=) |
| 3. Added to a Power BI App Audience | Never | Never | Apps → Get apps (Internal), or direct App URL with ?ctid= (External) |
| 4. Added as Workspace Viewer / Member | Never | Never | Workspaces menu (Internal), or app.powerbi.com?ctid=<Tenant-ID> (External) |
Cause 1: Why “From External Orgs” Is Empty for External B2B Guests
One of the most frequent frustrations on r/PowerBI and the Microsoft Fabric Community is: “I invited an external client via Entra B2B, added them as a Viewer to our Workspace (or App Audience), and when they check Home or Browse → From external orgs in their own Power BI, nothing is there!”
Microsoft documents From external orgs on Home (and under Browse) as a discovery list for shared items from external tenants. However, if you granted access only via a Workspace role, or if the host tenant has not enabled B2B content browsing in the Admin Portal, the guest will not see your workspace items there unless they switch into your tenant context.
How External Guests Reliably Access Reports, Workspaces, or Apps You Shared:
- Use the direct shared link or tenant switcher (
?ctid=): The most reliable fallback is to open the direct shared link or switch the guest's Power BI session into your host tenant viahttps://app.powerbi.com/home?ctid=YOUR-TENANT-GUID(or the top-right profile tenant switcher). - Enable B2B browsing in the Fabric Admin Portal: If you want external guests to browse and discover content in the left navigation pane, enable the tenant setting “Guest users can browse and access Fabric content” in your Fabric Admin Portal.
Cause 3: “Unable to Authenticate Your Credentials” on the External Orgs Tab
Sometimes clicking From external orgs (on Home or Browse) throws a banner reading “Unable to authenticate your credentials” or fails to load items.
In Microsoft Fabric Community threads, users frequently trace this to stale or deactivated guest relationships with former external tenants, or external tenants whose MFA / Conditional Access policies block background B2B discovery. You can bypass the discovery tab completely by opening the active partner's direct shared link or tenant URL (https://app.powerbi.com/home?ctid=<Partner-Tenant-ID>).
One Persistent Report Menu Inside Power BI
Your executives and invited external guests shouldn't need a flowchart to figure out whether a report lives under Workspaces, Apps → Get apps, Browse → Shared with me, or From external orgs. With LumioBI, administrators organize report links by group in the portal, and the LumioBI Chrome Extension places that curated sidebar directly inside app.powerbi.com.
Pre-Configured ?ctid= Links
Store tenant-scoped ?ctid= links once in LumioBI so invited Entra B2B guests open the right tenant directly from their Power BI sidebar.
Instant Menu Updates
Assign a report link to a group in LumioBI and it appears in their left-hand navigation menu inside Power BI immediately.
Power BI Enforces Access
Works alongside your existing Power BI Pro, PPU, or Fabric capacities while Microsoft Entra and Power BI enforce sign-in and RLS.
Frequently Asked Questions
Why is an external shared report not showing up under the "From external orgs" tab in Power BI?
Power BI's "From external orgs" tab (available on Home and under Browse) lists shared items from external tenants when B2B discoverability is enabled. If an item is missing, verify whether the host tenant has enabled "Guest users can browse and access Fabric content" in the Fabric Admin Portal, or whether access was granted via a Workspace role or App where opening the host tenant directly via the tenant switcher or a ?ctid=<Tenant-ID> link is required.
Why does a report not show up in "Shared with me" in Power BI for internal users?
"Shared with me" (under Browse -> Shared with me) only displays reports and dashboards shared directly with a user. If you gave the user access by adding them to a Workspace role (they must look under Workspaces) or by adding them to a Power BI App Audience (they must look under Apps -> Get apps), the report will not appear in "Shared with me".
How do I fix "Unable to authenticate your credentials" when clicking "From external orgs" in Power BI?
Community users frequently report this error when their Microsoft account has a stale or deactivated Entra B2B guest relationship with a former external tenant, or when an external tenant enforces MFA / Conditional Access policies that fail during cross-tenant discovery. You can bypass the discovery tab completely by opening the active host tenant directly using https://app.powerbi.com/home?ctid=<Host-Tenant-ID> or a direct shared link.
How can external clients and internal staff find all their Power BI reports in one place without hunting through tabs?
Instead of asking users to check Workspaces, Apps, Shared with me, and From external orgs across multiple tenants, administrators can configure a unified menu in the LumioBI Portal and have viewers install the LumioBI Chrome Extension. Viewers see every report link assigned to their group in one persistent left-hand navigation menu directly inside app.powerbi.com, while Microsoft Entra and Power BI continue to enforce authentication and permissions.
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