Dynamic Row-Level Security (RLS) in Power BI allows for more flexible and scalable security management compared to static RLS. This guide will walk you through the process of setting up dynamic RLS, building on the concepts from static RLS, and demonstrating how to implement it effectively in your Power BI reports.
Key Takeaways
- Dynamic RLS eliminates the need for multiple roles by using a single access table.
- It maps user emails to specific territories, filtering data dynamically based on the logged-in user.
- The process involves creating an access table, joining it with the main data table, and setting up a single role in Power BI.
Introduction to Dynamic Row-Level Security
In the previous article, we explored static Row-Level Security (RLS) in Power BI. Static RLS required creating multiple roles for different users, which can be cumbersome and inefficient. Dynamic RLS, on the other hand, simplifies this by using a single access table to manage user permissions.
Setting Up the Access Table
To implement dynamic RLS, you need an additional table, often referred to as the access table. This table contains the following key columns:
- Email: The email address of the user.
- Territory: The region or territory the user has access to.
- For example, if you have 20-30 users, you can list all their emails and corresponding territories in this table. This approach allows you to manage permissions centrally and efficiently.
Joining the Access Table with the Main Data Table
Once the access table is set up, the next step is to join it with the main data table (e.g., the sales table). The join is typically based on the territory column. Depending on your data, this join can be one-to-many or many-to-many.
Keith V. Campbell
- Create the join: Link the territory column in the access table with the territory column in the main data table.
- Implement the join: Ensure that the join is correctly set up in your data model to filter data based on the user’s email and territory.
Creating the Role in Power BI
With the access table and join in place, you can now create a single role in Power BI to manage dynamic RLS.
- Go to Modeling: In Power BI Desktop, navigate to the Modeling tab and click on Manage Roles.
- Create a new role: Name the role (e.g., User Security).
- Write the DAX formula: In the access table, write a formula to filter data based on the user’s email. The formula is
Email = USERPRINCIPALNAME(). This formula dynamically filters data based on the logged-in user’s email.
Testing and Publishing the Report
To test the dynamic RLS, you can create a measure to display the logged-in user’s email.
- Create a measure: Use the formula
User Logged In = USERPRINCIPALNAME()to create a measure that shows the logged-in user’s email. - Add the measure to a visual: Add this measure to a scorecard or any other visual to verify that the correct email is being picked up.
Once verified, publish the report to the Power BI service.
Sharing the Report
After publishing, you need to share the report with the relevant users.
- Go to the Power BI service: Navigate to the workspace where the report is published.
- Share the report: Use the Share button to share the report with specific users (e.g., Pradip).
- Verify access: Ensure that the user receives an email notification and can access the report with the correct data filtered based on their territory.
Dynamic Row-Level Security in Power BI offers a more streamlined and scalable approach to managing data access. By using an access table and a single role, you can efficiently control who sees what data based on their email and territory. This method not only simplifies the setup but also ensures that your data security is robust and easy to maintain.
