There are different methods to use row-level security in Power BI; You can set up Row Level Security in Power BI itself or through a live connection from a data source such as SSAS Tabular. However, row-level security defined in the ways mentioned in the articles above isn’t dynamic. By dynamic row-level security, I mean the definition of security is beside the user account information in the data source. For example, when John logs in to the system, based on data tables that show John is the sales manager for a specific branch, he should be able to see only those branches’ data. This method is possible in Power BI using DAX UserName() or UserPrincipalName() function. In this article, I’ll show you an example of dynamic row-level security with Power BI’s DAX USERNAME() function. If you like to learn more about Power BI, read Power BI online book; from Rookie to Rock Star.
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Why Dynamic Row Level Security?
The most important question is, why dynamic row-level security? To answer this question, you must consider the limitation of static row-level security. Static row-level security is simple to implement. However, if you have thousands of roles, then it would be a nightmare to maintain. For example, if you want to create a payroll Power BI report in a company with ten thousand users, you want every user to have his/her role. Dynamic row-level security is the answer for such scenarios.
Sample Data
For this example, I will use data entered in Power BI itself. There won’t be any external data sources. This doesn’t mean that dynamic security has an issue with external data sources. Dynamic security works with any data sources as long as we have related data rows in the tables. For the simplicity of this example, I’ll be using data sources inside Power BI.
For this example, let’s create two simple tables; Sales Rep and Transactions. Sales Rep has information on sales representatives, and transaction data is sales transactions. Each sales transaction is handled by a sales rep. So let’s create sample tables in Power BI. Open Power BI Desktop, and from the Data section, choose Enter Data.
Create a table as above with three columns and data in it. You have to use usernames similar to Power BI accounts that you want to set up security for it. Name this table as Sales Rep.
Create another table for Transactions with the structure below, and name it Transactions:
As you can see in the above screenshot, each sales transaction is handled by a sales rep. Again I mention that these tables are added inside Power BI just for the simplicity of this example. Tables can come from everywhere.
Load tables into Power BI; we don’t need to do anything with Power Query at this stage. Go to the Relationship tab and verify the relationship between Sales Rep (ID) and Transactions (Sales Rep) to be as below;
Sample Report
For this example, I will be using basic table visualization. The table visualization will show Date, Sales Amount (from Transactions), and Name (from Sales Rep).
The main reason for this visualization is to simply show that each user will see only their data rows from all tables. I also will add a measure for USERPRINCIPALNAME() in DAX to see the user logged in from my report. So in Data Tab, create a new measure, and name it User, with a value of USERNAME();
Now let’s add a Card visualization to the report. Add the User measure to the card visual. Here is the report’s final view;
DAX Functions: UserName() and UserPrincipalName()
USERNAME() function in DAX returns the username of the logged-in user. However, there is a small trick for it. If we don’t set up row-level security for our report, USERNAME() function will return the user id. To understand what I mean, publish your report to Power BI and browse it to see what you will see.
UserPrincipalName() function in DAX works exactly like UserName() function with the difference that it will always return the username (not the unique identifier). So basically UserPrincipalName() is a better function for testing, but the works both the same in a production environment. Now let’s set up row-level security and assign users to it to see how it works.
Row Level Security in Power BI Desktop
I have explained in another post how row-level security in Power BI Desktop works, so if you want to learn more, read this blog post. Here I will only use that technique to filter each role based on their username with the DAX username() function. To create security, go to the Modeling tab, Manage Roles. Create a role and name it Sales Rep. and define a filter on the Sales Rep table as below;
[Username] = USERPRINCIPALNAME()
This filter simply means that the logged-in user will only see his/her records in the whole data set. As you remember, the username field in the Sales Rep table is defined as the usernames of Power BI accounts. And transactions table is also related to this table based on Sales Rep ID. So filtering one table will affect others. As a result, this single-line filter will enable dynamic row-level security in the whole Power BI solution here.
Assign users to Power BI Security.
Now Save, and publish your solution to Power BI. In the Power BI service, go to the security setting of the data set you just published (I named this 01 Dynamic).
And in the Security tab, add all users to the Sales Rep role.
Adding a user here doesn’t mean they will see data in the report. Remember that this security is dynamic, which means that they will see their data rows ONLY if the underlying data set has a record for their username, and they will only see data rows related to their username, not others.
Now if you refresh the report in Power BI, you will see actual usernames.
Share the Report or Dashboard
Other users should have access to the dashboard and report first to see it. You can share the report using any method that gives the user a read-only view. Here, I used the individual report-sharing option;
Now share the it with other users
Test the Security
Now, if other users open the report, and if their usernames match one of the entries in the Sales Rep table, they would see their names and data rows related to that in the report;
As you can see, my account only sees my transactions in the Sales Rep and Sales Transactions table. The views of other users of this report would be different.
Summary
You have seen how easy it is to use Dynamic row level security in Power BI using DAX USERNAME() or UserPrincipalName() function. With this method, users will see their view of the world. However, you must ensure that your Power BI model has a relationship set up properly. Otherwise, people might see other tables’ data when there is no relationship between their profile table to those tables. Dynamic row-level security is highly dependent on your data model, so keep your data model right.
To set up the Dynamic Row-Level Security in the right way, I recommend reading my article here:
https://radacad.com/what-do-you-need-to-implement-dynamic-row-level-security-in-power-bi
Reza is author of more than 14 books on Microsoft Business Intelligence, most of these books are published under Power BI category. Among these are books such as Power BI DAX Simplified, Pro Power BI Architecture, Power BI from Rookie to Rock Star, Power Query books series, Row-Level Security in Power BI and etc.
He is an International Speaker in Microsoft Ignite, Microsoft Business Applications Summit, Data Insight Summit, PASS Summit, SQL Saturday and SQL user groups. And He is a Microsoft Certified Trainer.
Reza’s passion is to help you find the best data solution, he is Data enthusiast.
His articles on different aspects of technologies, especially on MS BI, can be found on his blog: https://radacad.com/blog.
Hi Reza, my RLS is not working. I followed the steps but still my colleague could see other people’s data. I checked the relationship between 2 tables and they were all correct. Not sure has anyone had this problem? thanks, Judy
Hi Judy.
Do you have other tables in your model that are not related to these security tables? If you can send me an email I should be able to look into that.
Cheers
Reza
Hi Reza
I have tried to implement DRLS in the PBI Desktop File for sample ADW files but have hit a roadblock similar to at work where we currently do not have PBI Service, hence distribute PBI Desktop files to users via email or shared paths. The requirement is for the DRLS to take effect automatically when the user opens the PBI Desktop files from their local machines.
In PBI Desktop file the problem is that every time any user opens the file, it opens in the default “None” role mode which means all data is visible to all users. This severely compromises data security.
Only after the selecting the view as roles – “User”, does the DLRS come into effect. Why does the PBI file not open with a User role for any user. How can this be overcome and can the “User” be set as the default role or delete the “None” role.
Please note we do not have PBI Service and this is similar to SSAS OLAP and TAB security using excel cubes which we implemented successfully.
Thanks
Uday
The method you use is not the right way of sharing Power BI content with users. You give them the *.pbix files, and they will have access to the full data there! To share it correctly, you have to host it somewhere. If you do not want to use cloud option, you can go ahead with Power BI report server, and there you will have the RLS.
Hi, Great how to guide. I’m just a little confused at Assign users to Power BI Security
Do you have to add every single email address of everyone in the company here? I’m imagining a company with thousands of employees. This seems like a bit of a nightmare scenario and one that would be difficult to keep on top of
Hi Debbie
There are easier ways to do that 🙂 You can get data from Active Directory (you would need an account with sufficient privilege though)
Cheers
Reza
Hi Reza
I like your solution of having UserName() function. However, my problem is little different or advance in nature.
1. I have a cost center Cost report where I have a cost center responsible in the data table in front of the cost center. This work completely okay with your solution. However, the issue arises when a user who is not a cost center responsible but would like to have access to a cost center or cost centers. I have a excel file with all the cost centers responsible and cost center managers (person who has multiple cost center to manage). The last ones are not in the data table but they exit in the file i have maintained per cost center.
Hi Haleem
The scenario that you are talking about is the scenario of users and profiles. each profile may have multiple users, and each user might be part of multiple profiles. I have written about it in this blog post.
Cheers
Reza
Hi Reza,
using dynamic RLS,Will i be able to provide RLS to members who have edit permissions on power bi service?
Unfortunately Not.
Edit access at the moment in Power BI is very powerful, very similar to report owner. Users with Edit access will see everything regardless of RLS.
Cheers
Reza
Is there a senario where RLS would work when “viewing as role” within the Desktop file as well as when “viewing as role” within the Dataset published to the service, but not when viewing a report on the service or on a page in which it’s been embedded?
Many thanks in advance!
Hi Erica
if the “view as role” works as test, but not in action. Then it means userprincipalname() for other users who logs in return different value than what you expect in your DAX statement. Login with one of those users and see what is the value returning, and compare it with your DAX expression
Cheers
Reza
Thank you Reza. This article really helpful. Thanks a lot!!!
Hi Reza,
I have been reading here and else where in the discussion boards about filtering on USERNAME() but most of the discussion is using RLS which does not meet my needs. I am hoping that there is a dynamic way to use USERNAME(). Especially since this article is more than two years old.
Here is my challenge: I have a table that has many columns among which assignee name, email, address. My challenge is that I want to allow users with a wide access for their region (which is already using RLS), to be able to toggle the table between ALL and “Assigned To Me”. I understand the concept of bookmarks but I don’t know how to build a function/ measure to toggle between the two options in the service.
Thanks in Advance.
Hi David
If you want your users to have access to ALL and also their specific region, then RLS is not the solution for you. RLS means filtering data for the user, in a way that they do not have access to the rest of the data. If you give them access only to their region, then they won’t see ALL.
If you wanted that users see their own region, and compare it with the average of ALL or something like that, that can be possible with RLS, because you can create a total table with no relation to other tables that can be used for average purposes. However, I don’t think you are after this scenario.
What you are looking for, is more VIEWS than SECURITY. you want users to choose between different views of the data. As you mentioned, bookmarks can be a good way of implementing it at the moment. There might be also later on an option to have a default slicer selection. That way, when a user comes in, they will see the slicer selected for their region, and then they can change it to ALL. but that is not available yet, unfortunately.
Cheers
Reza
Hi Reza,
I removed some users from access list in my workspace, and then added those users in manage permission section by limited function. then, I added those users in row-level-security in order to let them see just their region’s data, but, when I test the role by their region name, it works. However, when I searched their users, and click on their users to see the dashboard from their sight, I understood they could see all database. Actually, they shouldn’t have seen the full database as I added them in row-level-security for their region. I would highly appreciate if you could share your assumption on this case.
Thanks in advance
Hi Farid
How do you test this functionality? do you use the “Test as User” option? or you have checked what actually user will see after the login?
the test as user with dynamic row-level security, might not always give you the final end-user experience
Cheers
Reza
Hi Reza,
First I REALLY appreciate you posting your knowledge with Power BI. I’m a newbie to Power BI and it has been SUPER helpful.
I’m venturing into dynamic RLS and not getting very far. I’ve read every post that you posted but I’m a bit lost. I’m sure it’s simple but I’m just not “seeing” it in my mind.
I’m trying to apply security by district. Basically any rep at a district level or higher can see all the US data. Any rep at the Area Manager and below can only see their district data. A lot of the examples I’ve seen shows the sales rep within the fact table. I don’t have that. I have the district in my fact table. So I created two dimension tables one for district and one to identify managers. I thought that I would be able to determine if the logged in user was a manager and then filter (or not) based on the result. But I get a single value for column error when I try and create the role.
I think I have the relationships setup correctly. My Manager table is on to many to the District table with cross filter set to Both. And the District Table is on to many to by Sales Data with cross filter set to single.
I read something about need to have a calculated column but I’ve seen in a number of other posts that this is not the case.
Please help!
Hi Angela
I strongly suggest you read the DRLS sample with users and profiles which talks about many to many relationships, and also the DRLS sample with manager and hierarchical level access.
If you can’t find your answers there, please post a screenshot of your tables and I would be able to help
Cheers
Reza