Sharing and access control in Power BI - Dashboard Guide

Dashboard Mode - Sharing and access control

Business Question

How can we securely share our sales dashboard with different teams while controlling who can view or edit the data?

Sample Data: Sales Records

OrderID	Region	SalesPerson	SalesAmount	OrderDate
1001	East	Alice	500	2024-01-15
1002	West	Bob	700	2024-01-20
1003	East	Charlie	300	2024-02-05
1004	North	Diana	400	2024-02-10
1005	West	Eva	600	2024-03-01

Dashboard Components

• KPI Card: Total Sales
  Formula: Total Sales = SUM(Sales[SalesAmount])
  Result: 500 + 700 + 300 + 400 + 600 = 2500
• Bar Chart: Sales by Region
  Shows total sales grouped by Region:
  East: 800, West: 1300, North: 400
• Table: Sales Details
  Shows OrderID, SalesPerson, SalesAmount, OrderDate
• Access Control Panel
  Shows user roles and permissions:
  - Viewer: Can only view dashboard
  - Editor: Can edit and share dashboard
  - Admin: Full control including access management

Dashboard Layout

+----------------------+--------------------+
|      Total Sales     |   Access Control   |
|       (KPI Card)     |      Panel         |
+----------------------+--------------------+
|                                              |
|             Sales by Region (Bar Chart)      |
|                                              |
+----------------------------------------------+
|                                              |
|               Sales Details (Table)          |
|                                              |
+----------------------------------------------+
  

Interactivity and Access Control

Filters: Users can filter sales by Region or SalesPerson. All visuals update accordingly.

Access Control:

• Viewer role: Can see all visuals but cannot change filters or share the dashboard.
• Editor role: Can apply filters, edit visuals, and share the dashboard with others.
• Admin role: Can manage user roles, control who has access, and set permissions.

Access control is managed through Power BI service settings, ensuring secure sharing.

Self Check

If you add a filter to show only Region = West, which components update?

• Total Sales KPI: Updates to show sales only for West region (700 + 600 = 1300).
• Sales by Region Bar Chart: Updates to show only West region bar.
• Sales Details Table: Shows only orders from West region (OrderID 1002 and 1005).
• Access Control Panel: Does not change because it shows user roles, not data.

Key Result

A sales dashboard demonstrating secure sharing with role-based access control and interactive filters by region and salesperson.

Practice

1. What is the main purpose of sharing in Power BI?

easy

A. To create new data models

B. To give others access to your reports and dashboards safely

C. To write DAX formulas

D. To export data to Excel

Solution

1. Step 1: Understand sharing concept in Power BI

   Sharing allows you to let others see or interact with your reports and dashboards securely.

2. Step 2: Identify the main goal of sharing

   The main goal is to provide safe access, not to create or export data.

3. Final Answer:

   To give others access to your reports and dashboards safely -> Option B

4. Quick Check:

   Sharing = safe access [OK]

Hint: Sharing means giving safe access to your content [OK]

Common Mistakes:

• Confusing sharing with data modeling
• Thinking sharing is for exporting data
• Assuming sharing means editing data

2. Which of the following is the correct way to share a Power BI report with a colleague?

easy

A. Export the report as PDF and upload to a shared folder

B. Send the PBIX file via email without permissions

C. Copy the report URL and paste it in a public forum

D. Use the Power BI service and click the Share button on the report

Solution

1. Step 1: Identify the official sharing method in Power BI

   The Power BI service provides a Share button to share reports securely with permissions.

2. Step 2: Evaluate other options for security and control

   Sending files or URLs without permissions or posting publicly is unsafe and not recommended.

3. Final Answer:

   Use the Power BI service and click the Share button on the report -> Option D

4. Quick Check:

   Share button in service = correct sharing [OK]

Hint: Always use Share button in Power BI service for safe sharing [OK]

Common Mistakes:

• Sharing files without permissions
• Posting report links publicly
• Using export instead of sharing

3. If you assign a user the 'Viewer' role in Power BI workspace, what can they do?

medium

A. Edit reports and datasets

B. Delete workspace

C. View reports and dashboards only

D. Publish new content

Solution

1. Step 1: Understand the 'Viewer' role permissions

   The Viewer role allows users to only view reports and dashboards without editing rights.

2. Step 2: Compare with other roles

   Editing, publishing, or deleting requires higher roles like Member or Admin.

3. Final Answer:

   View reports and dashboards only -> Option C

4. Quick Check:

   Viewer role = view only [OK]

Hint: Viewer role means view-only access [OK]

Common Mistakes:

• Assuming Viewer can edit content
• Confusing Viewer with Member or Admin roles
• Thinking Viewer can delete workspace

4. You shared a report but the recipient says they cannot view it. What is the most likely cause?

medium

A. You forgot to assign them a role or permission

B. The report has no data

C. The recipient's Power BI license expired

D. You shared the report as a PDF

Solution

1. Step 1: Check sharing permissions

   If the recipient cannot view, likely they were not given access or role permissions.

2. Step 2: Evaluate other causes

   Report data or license issues are less common; sharing as PDF does not allow interactive viewing.

3. Final Answer:

   You forgot to assign them a role or permission -> Option A

4. Quick Check:

   Missing permission = no access [OK]

Hint: Always assign roles when sharing reports [OK]

Common Mistakes:

• Ignoring permission assignment
• Assuming data absence blocks viewing
• Confusing file type with access rights

5. You want to share a dashboard with external users but restrict them from resaving or sharing it further. Which Power BI feature should you use?

hard

A. Use Azure AD B2B guest access with read-only permissions

B. Export the dashboard as Excel and email it

C. Publish the dashboard to web publicly

D. Send the PBIX file with password protection

Solution

1. Step 1: Identify secure external sharing options

   Azure AD B2B guest access allows external users to access content with controlled permissions.

2. Step 2: Evaluate other options for security

   Exporting or publishing publicly removes control; PBIX files cannot enforce sharing restrictions.

3. Final Answer:

   Use Azure AD B2B guest access with read-only permissions -> Option A

4. Quick Check:

   Azure AD B2B + read-only = secure external sharing [OK]

Hint: Use Azure AD B2B for controlled external sharing [OK]

Common Mistakes:

• Publishing dashboards publicly
• Sending editable files externally
• Assuming password protects sharing rights