Why the Service enables sharing and collaboration in Power BI - Formula Trace Breakdown

Sample Data

This table shows reports, their owners, who they are shared with, and the access level granted.

Cell	Value
A1	Report Name
B1	Owner
C1	Shared With
D1	Access Level
A2	Sales Overview
B2	Alice
C2	Bob, Carol
D2	View
A3	Inventory Status
B3	David
C3	Eve
D3	Edit
A4	Customer Insights
B4	Frank
C4	Grace, Heidi
D4	View

Formula Trace

CONCATENATEX(FILTER(Table, Table[Access Level] = "View"), Table[Shared With], ", ")

Step 1: FILTER(Table, Table[Access Level] = "View")

Step 2: Table[Shared With] in filtered rows

Step 3: CONCATENATEX(..., ", ")

Cell Reference Map

    A           B          C             D
1 |Report Name|Owner    |Shared With  |Access Level|
2 |Sales Overview|Alice  |Bob, Carol   |View       |
3 |Inventory Status|David |Eve          |Edit       |
4 |Customer Insights|Frank |Grace, Heidi |View       |

Arrows point from Access Level (D2,D4) to filter step,
then from Shared With (C2,C4) to concatenation step.

The formula uses the Access Level column to filter rows, then uses the Shared With column from those rows to create a combined list.

Result

    A           B          C             D
1 |Report Name|Owner    |Shared With  |Access Level|
2 |Sales Overview|Alice  |Bob, Carol   |View       |
3 |Inventory Status|David |Eve          |Edit       |
4 |Customer Insights|Frank |Grace, Heidi |View       |

Result cell (E1): "Bob, Carol, Grace, Heidi"

The result shows all users who have view access to reports, combined into one list for easy sharing and collaboration.

Sheet Trace Quiz - 3 Questions

Which rows are included when filtering by Access Level = 'View'?

A Rows 3 and 4

B Rows 2 and 3

C Rows 2 and 4

D All rows

Key Result

FILTER rows by condition, then CONCATENATEX to join text values from filtered rows