Power BI is Row-level Security (RLS), which restricts data access to certain users. You can use filters to restrict access to data at the row level. Users with Power BI access can access semantic models within a workspace. RLS restricts access to data only for user authentication who have user permissions. This does not apply to members, administrators, and contributors.
Power BI Desktop allows you to configure RLS on data models that are imported. RLS can be configured on models using DirectQuery, such as SQL Server. It is the model itself, not Power BI Desktop, where you static row-level Security for Analysis Services and Azure Analysis Services live connections. The security option does not appear for semantic models with live connections.
What Does Row-Level Security Mean In Power BI?
Power BI allows you to limit data access by row for specific users. You can use filters to restrict data at the row level. In the Power BI service security best practices workspace members have conditional access to the datasets within the workspace. RLS does not restrict data access.
Power BI Desktop allows you to configure RLS on data models that are imported from Power BI. RLS can be configured on DirectQuery datasets, including SQL Server. Previously, RLS was only available in on-premises Analysis Services outside Power BI. On-premises models can be configured to enable Row-Level Security page for Analysis Services Live Connections. Live connection datasets will not have the security option.
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Use Power BI Desktop To Define Roles And Rules
Roles and rules can be defined using Power BI. The publication of Power BI also includes the role definitions. Power BI's Row Level of Security is a crucial component. Use these procedures to specify security roles.
- Import your data directly into Power BI Desktop or set up a DirectQuery Connection.
- Important: Power BI Desktop does not allow you to define roles for live connections. This is something you need to set up in the Analysis cloud Services model.
- Choose the Modeling Tab.
- Choose Manage roles.
- Choose and create.
- Give the role a title.
Choose The Table To Which You Wish To Apply A DAX Rule
You can enter DAX expressions. The expression must return true or false. As an example, [EntityID] = "Value." Keep in mind that this expression allows you to use username(). You should be aware that in Power BI Desktop, the username() is formatted as a DOMAIN username. The User Principal Name is utilized in the Power BI Report Server and Power BI Service. As an alternative, you can use the list of user principal name (), which consistently returns the user as username@contoso.com, formatted as their user principal name. Validate the expression after you create the DAX.
Note that in this expression box, you are using commas instead of semicolon separators to separate DAX function arguments, even if your locale uses them normally (e.g., French or German).
Choose And Save
Power BI Desktop does not allow you to assign roles. They are assigned to the PowerBI service. Power BI Desktop can be configured to enable dynamic Security by using the DAX functions username() and userprincipalname().
Row-level security filters are configured to use single-directional filters by default, regardless of the relationship settings. By selecting the row-level relationship, you can enable bi-directional filtering by checking the Apply security filters in both directions. This box should be checked if you have dynamic Row-Level Security Implementation in Power BI on your server, which is row-level based upon the login ID or user name.
Also Read: What is Power BI? Unveiling the Architecture and Features for Maximum Business Impact!
Validate Roles In Power BI Desktop
Test the role results in Power BI Desktop after you have created them.
- Choose to View Roles.
- To apply for a created role, select OK. This report displays the relevant data for this role.
- Select current user to enter the name of a specific user role. The User Principal Name is the best option, as this is what the Power BI Report Server and the Power BI Service use.
- The report will be rendered based on the user's view.
Control Security Settings On Your Model
You will need to take the following steps in order to manage the Security features of your data model.
- Choose the ellipse (...) to select a dataset
- Choose Security
You will be taken to the RLS Page, where you can add new members to a Power BI Desktop role. Security administrators are only available to the owner of the dataset. Only Administrators will be able to see Security if the dataset belongs to a group.
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Add Members
Add a user to the role. Type the name or email address of the person, group, or distribution list that you wish to include. Power BI Groups cannot be added. Members from outside your company can be added. The number of members in the role can be seen by looking at the parenthesis beside the name or Members.
Validating Roles Within The PowerBI Service
Test the role to ensure that it is functioning correctly.
- Choose the ellipsis (...) beside the role.
- Choose Test Data as a role.
The reports available to you for your role will be displayed. Dashboards will not be displayed in this view. You can see the current application in the blue bar above. Select Viewing to test different roles or combinations of roles. Choose to see data from the perspective of a particular person or select multiple roles available to test their functionality.
Use The Userprincipalname() Function
In your dataset, use the DAX functions username() and userprincipalname(). They are applicable in Power BI Desktop expressions. Power BI will publish and make use of your model. The user principal name () method in Power BI Desktop returns an individual in the format user@contoso.com, while the username() function returns a user in the format DOMAINUser. Both username() and Userprincipalname() return the User Principal Name of the Power BI user. It looks like an email address.
Using RLS In Power BI With App Workspaces
When you upload your Power BI Desktop reports to an app workspace role in the Power BI Service, read-only roles are applied. In the settings of your app workspace, you will have to specify that only members with read-only roles can view Power BI.
Warning: RLS roles won't be assigned to members if you configure the workspace in the app so they have editing permissions. The data will be visible to all user base.
Row-level Security In PowerBI
The following is a current list of limitations on row-level cloud security policies.
- You must recreate the roles and rules that you defined in Power BI Service.
- Only datasets that are created using Power BI Desktop can be defined as RLS. You must first convert Excel files to Power BI Desktop files (PBIX files) if you wish to use RLS on datasets.
- Supported connections include DirectQuery and ETL. On-premises models support live connections to Analysis Services.
- RLS does not currently support Cortana.
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Power BI Desktop: Define Roles, Rules And Permissions
Power BI Desktop allows you to define rules and roles. You can also upload the role definitions when you publish Power BI.
Define Security Roles
Import your data directly into Power BI Desktop or set up a DirectQuery Connection. Please Note: Power BI Desktop does not allow you to define the roles for live Analysis Services connections. This is something you need to set up in the Analysis Services model.
- Select Manage Roles from the Modelling Tab.
- Select Create from the Manage role.
- Name the role under Roles.
- Please note that you cannot define a character with a period.
- Select the table you wish to apply a DAX rule to.
- Enter the DAX Expressions in the Table Filter DAX Expression Box. The expression will return a true or false value. As an example, [EntityID] = "Value."
Please Note: The use of username() is possible with this expression. The format of username() in Power BI Desktop is DOMAINusername. The User Principal Name is utilized in the Power BI Report Server and Power BI Service principal. As an alternative, you can use the user principal name (), which consistently returns the user as username@contoso.com, formatted as their user principal name.
Validate the DAX Expression after you have created it by selecting the check mark in the box above. Please note: In this expression box, you should use commas instead of semicolon separators to separate DAX function arguments, even if your locale uses them normally.
Create Roles And Security Rules Using The Enhanced Row-Level Security Editor
The enhanced editor for row-level access control allows you to quickly define security roles at the row level and filter them within Power BI Desktop. This editor allows you to toggle between the drop-down default interface and a DAX-based interface. You also publish role definitions when you publish Power BI. To create security roles, use the enhanced Row-Level Security Editor:
- Select "Enhanced Row-Level Security Editor" and enable the preview.
- Import your data directly into Power BI Desktop or set up a DirectQuery Connection.
- Select Manage Roles from the menu.
- Select Create from the Manage role menu to create a brand-new role.
- Enter the name of your role under Roles and click enter.
- Choose the table that you wish to filter by row under Select Tables.
- Use the default editor to filter data to set your roles. Expressions that return true or false values are created.
The default editor does not support all of the row-level security filters in the power bi data protection supports. The default editor does not support expressions such as dynamic rules like username() and userprincipalname(). Switch to the DAX Editor to define roles by using these filters.
Select Use DAX Editor if you want to change to the DAX editors to set your role. Select Switch back to default editor to return to the default editor. When possible, all changes in the editor interface will persist. If you try to switch editors after defining a new role in the DAX Editor, you will be warned that some data may be lost. Select Cancel to keep the information and edit this role only in the DAX Editor.
Conclusion
We've unlocked all the potential in this powerful data-protection tool by taking a journey into the world of Row Level Security. RLS will ensure that only those who need to see data are allowed access. RLS acts as your digital gatekeeper. You can define which users to roles have access to specific data according to your preferences.
You can select between static RLS and dynamic RLS to adapt to ever-changing situations. Your data, your rules. You can tailor RLS according to your business requirements, creating custom roles and applying filters. This will empower users to gain precise insight. Imagine creating a customized data experience tailored to each user's access. This will enhance the Security and quality of your analytics. You're now well-equipped to begin your Power BI adventure with confidence. Protect your data fortress and discover meaningful insights as never before. RLS makes your data more than just safe. It's an asset that can be used to make better decisions.
