Row-Level Security (RLS) in Power BI Service is a feature that restricts data access at the row level, meaning it controls which data specific users can view within a report. This is highly valuable when sharing reports with different user groups, ensuring that users only see data relevant to them without creating multiple reports.?
- Defining Roles and DAX Filters in Power BI DesktopCreate Roles: In Power BI Desktop, you start by creating roles in the Modeling tab. These roles define which users see which data.Apply DAX Filters: Within each role, DAX expressions are used to filter data. For example, if you want to restrict access based on region, you might use a DAX formula like [Region] = "North", which would only display rows where the region is North for users assigned to that role.
- Publishing to Power BI ServiceOnce the roles are defined, publish the report to the Power BI Service. The roles are stored along with the dataset and can be managed and assigned to users in Power BI Service.
- Assigning Users to Roles in Power BI ServiceIn Power BI Service, go to the dataset settings, find the Security section, and assign users or groups to the predefined roles. Only these users will be able to access the data as per the role restrictions.Using Azure Active Directory (AAD): If you have AAD groups, you can assign groups instead of individual users, making it easier to manage large groups with similar permissions.
- Dynamic Row-Level SecurityUserPrincipalName Function: You can implement dynamic RLS by using the USERPRINCIPALNAME() DAX function, which dynamically filters data based on the current user’s identity. This is useful for large datasets where each user should only see data related to them.Example DAX Filter: [SalesPerson] = USERPRINCIPALNAME() can restrict data to the records associated with each logged-in salesperson.
- Testing RLS in Power BI DesktopBefore publishing, it’s essential to test RLS in Power BI Desktop. Use the View as Role feature to see how the report looks for different roles and ensure the filters are working as expected.
- Limitations of Row-Level SecurityRLS in Power BI Service only works for datasets imported or set up within Power BI. DirectQuery connections and external live connections may not support RLS unless configured at the source level.Role Hierarchies: Power BI does not currently support complex role hierarchies, so more advanced needs might require custom DAX logic or restructuring of data.
- Combining RLS with Object-Level Security (OLS)For more granular security, Power BI Premium users can combine RLS with Object-Level Security (OLS) to restrict access to specific tables or columns along with row restrictions, allowing even more controlled data access.
- RLS for Embedded ReportsWhen embedding Power BI reports in external applications, RLS remains functional. Use an app’s authentication token to enforce RLS, ensuring users see only the data they are permitted to access.
- Improves Data Privacy: RLS helps in maintaining data privacy, especially when sharing reports across departments or with external clients.
- Simplifies Report Management: Instead of creating multiple reports for different users, a single report with RLS can provide customized views based on user roles.
- Enhances User Experience: Users only see relevant data, making reports easier to navigate and understand without unrelated information cluttering their view.
