RLS with multiple roles in Power BI - Dashboard Guide

Dashboard Mode - RLS with multiple roles

Dashboard Goal

This dashboard shows sales data filtered by user roles using Row-Level Security (RLS). It answers: "How do sales differ when users have different roles like Region Manager or Product Manager?"

Sample Data

OrderID	Region	Product	SalesAmount	SalesDate
1001	East	Bike	1200	2024-01-15
1002	West	Helmet	300	2024-01-20
1003	East	Helmet	450	2024-02-10
1004	North	Bike	700	2024-02-15
1005	West	Gloves	150	2024-03-05
1006	South	Bike	900	2024-03-10
1007	East	Gloves	200	2024-03-15

Dashboard Components

• KPI Card: Total Sales
  Formula: Total Sales = SUM(Sales[SalesAmount])
  Shows total sales amount visible to the user based on their role.
• Bar Chart: Sales by Region
  Shows sales amount per region filtered by RLS.
  X-axis: Region
  Y-axis: Total Sales
• Bar Chart: Sales by Product
  Shows sales amount per product filtered by RLS.
  X-axis: Product
  Y-axis: Total Sales
• Table: Detailed Sales
  Shows OrderID, Region, Product, SalesAmount, SalesDate filtered by RLS.

RLS Roles Setup

Two roles defined in Power BI Desktop:

• Region Manager Role: Filter Sales[Region] to allowed regions (e.g., East, West)
• Product Manager Role: Filter Sales[Product] to allowed products (e.g., Bike, Helmet)

Users can belong to one or both roles. The effective filter is the intersection of all roles assigned.

Dashboard Layout

+----------------------+----------------------+
|      Total Sales      |   Sales by Region    |
|       (KPI Card)      |     (Bar Chart)      |
+----------------------+----------------------+
|    Sales by Product   |    Detailed Sales    |
|      (Bar Chart)      |       (Table)        |
+----------------------+----------------------+

Interactivity

Filters and slicers are controlled by RLS roles, so users only see data allowed by their roles.

• When a user logs in, Power BI applies RLS filters automatically.
• The Total Sales KPI, charts, and table update to show only allowed data.
• No manual slicers needed for region or product filtering because RLS handles it.

Self Check

If a user belongs to the Region Manager Role for East and the Product Manager Role for Bike, which sales records will they see?

• Only sales where Region = 'East' AND Product = 'Bike'.
• From the sample data, that is OrderID 1001 with SalesAmount 1200.
• All dashboard components will update to show this filtered data.

Key Result

Sales dashboard demonstrating Row-Level Security filtering by multiple roles (Region Manager and Product Manager) showing filtered total sales, sales by region, sales by product, and detailed sales data.