Power BI Security
1. Create a User by Using Admin User
Before giving access to Power BI, we need to create a user. The Admin (a person in charge of Power BI settings) can do this.
Steps:
- Log in to the Microsoft Admin Center (admin.microsoft.com).
- Click Users > Active Users.
- Click Add a user.
- Enter the new user’s details (like name and email).
- Choose a Power BI license (Pro or Free).
- Click Save to create the user.
Now, this person can use Power BI!
Steps for creating group.
Steps:
- Log in to the Microsoft Admin Center (admin.microsoft.com).
- click on Groups > Active groups > Add a Microsoft 365 group
- Name: Enter a group name.
- Description: Add a short description.
- Assign owers or add members.
- Click “Next.”
- Enter Group email address.
- Select Privacy Public or Private.
- Assign Roles.
- Click Next.
- Click Create group.
2. Grant Permission to a Workspace (Different Types of Access)1. Create a User by Using Admin User
A Workspace in Power BI is a place where reports, dashboards, and data are stored. We must give the right permissions to the right people.
Types of Permissions:
- Admin – Full control; can edit, delete, and share reports.
- Member – Can edit reports but cannot delete the workspace.
- Contributor – Can add and modify content but cannot delete it.
- Viewer – Can only see the reports but cannot edit them.
Steps to Grant Access:
- Open Power BI Service (app.powerbi.com).
- Go to Workspaces > Select the workspace.
- Click Mange access > Add people or group.
- Type User or Group email
- Select the permission level (Admin, Member, Contributor, Viewer).
- Click Add.
Now, the user has access to the workspace!
3. Give Access to Dashboard and Data Model
A dashboard is a collection of reports, and a data model contains the actual data.
Steps to Share a Dashboard:
- Open Workspace and go to Dashboards.
- Click Share on the dashboard.
- Enter the email or group email of the person or group who should have access.
- Choose if they can reshare or build new reports using the data.
- Click Send.
The user can now view the dashboard
4. Set Row-Level Security (RLS) – Restrict Data Access
- What is Row Level Security?
Row level or Role-Based Access controls which data different users can see in a report based on their role (e.g., Sales Manager, Regional Manager). - How to Set Up Role-Based Access:
1. Go to the Modelling tab in Power BI Desktop. Click on Manage Roles.
2. Create roles (like “Sales Manager”) and set rules for each role (e.g., City=Maharashtra).
3. Publish the report to the Power BI Service.
4.In the Power BI Service, assign users to these roles under the Security settings of the dataset.
5. Add the Email address and click the three dots on role name and click Test as role to see the report.
- Why Use Role-Based Access?
It ensures that users see only the data they are allowed to see, enhancing data security and privacy.
Course Video
A collection of reports and dashboards bundled for easy sharing and collaboration.
Create an App in a Workspace, add content, specify the audience, and publish it.
- Centralized access to multiple reports.
- Managed permissions and updates.
- Easy sharing with a link.
Assign roles (Admin, Member, Viewer) and control access during publishing.
It restricts data visibility based on user roles, defined in Power BI Desktop and assigned in the Service.