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.