Managing RLS in Service in Power BI - Dashboard Guide

Dashboard Mode - Managing RLS in Service

Business Question

How can we securely show sales data to different regional managers so each sees only their own region's data?

Sample Data

OrderID	Region	SalesPerson	SalesAmount	OrderDate
1001	North	Alice	500	2024-01-15
1002	South	Bob	700	2024-01-20
1003	East	Charlie	300	2024-02-05
1004	West	Diana	450	2024-02-10
1005	North	Alice	600	2024-03-01
1006	South	Bob	800	2024-03-15

Dashboard Components

• KPI Card: Total Sales
  Formula: Total Sales = SUM(Sales[SalesAmount])
  Shows total sales amount visible to the logged-in user.
• Bar Chart: Sales by SalesPerson
  Shows sales amount per salesperson filtered by region.
  Uses SalesPerson on axis and SUM(SalesAmount) as values.
• Table: Sales Details
  Shows OrderID, Region, SalesPerson, SalesAmount, and OrderDate.
  Data filtered by RLS to show only allowed regions.
• RLS Role: RegionFilter
  Rule on Sales table: [Region] = LOOKUPVALUE(UserRegion[Region], UserRegion[User], USERPRINCIPALNAME()) mapped to user-region table.
  Ensures users see only their region's data.

Dashboard Layout

+----------------------+----------------------+
|      Total Sales      |   Sales by SalesPerson |
|      (KPI Card)       |      (Bar Chart)       |
+----------------------+----------------------+
|                  Sales Details Table               |
+---------------------------------------------------+

Interactivity

The RLS role filters all components automatically based on the logged-in user's region. No manual slicers needed. When a user logs in, Power BI applies the RLS filter so the KPI card, bar chart, and table show only data for that user's region.

Self Check

If you add a filter for Region = 'North', which components update?

• All components update to show only North region data.
• The KPI card shows total sales for North.
• The bar chart shows sales by salesperson in North.
• The table lists only orders from North region.

Key Result

Dashboard showing sales data filtered by user region using Row-Level Security (RLS) in Power BI Service.