Sharing and access control in Power BI - Real Business Scenario

Scenario Mode

👤 Your Role: You are a business intelligence analyst at a retail company.

📋 Request: Your manager wants you to share the monthly sales report with the sales team but restrict access so only managers can see detailed customer data.

📊 Data: You have a sales dataset with columns: Date, Region, Salesperson, CustomerName, Product, SalesAmount.

🎯 Deliverable: Create a Power BI report with sales summary and detailed customer data, then set up sharing and access control so salespeople see only summaries and managers see full details.

Sample Data

Date	Region	Salesperson	CustomerName	Product	SalesAmount
2024-01-05	North	Alice	Customer A	Widget	500
2024-01-12	South	Bob	Customer B	Gadget	300
2024-01-20	East	Charlie	Customer C	Widget	700
2024-02-03	North	Alice	Customer D	Gadget	200
2024-02-15	South	Bob	Customer E	Widget	400
2024-02-25	East	Charlie	Customer F	Gadget	600
2024-03-10	North	Alice	Customer G	Widget	800
2024-03-18	South	Bob	Customer H	Gadget	350
2024-03-28	East	Charlie	Customer I	Widget	900

1

Step 1: Import the sales data into Power BI Desktop.

Use 'Get Data' > 'Excel' or 'CSV' to load the sales dataset.

Expected Result

Sales data table appears in Power BI with columns Date, Region, Salesperson, CustomerName, Product, SalesAmount.

2

Step 2: Create a summary table showing total sales by Month and Region.

Create a new table or use a matrix visual with Rows=Month(Date), Columns=Region, Values=SUM(SalesAmount).

Expected Result

Matrix visual shows total sales for each month and region.

3

Step 3: Create a detailed table visual showing all sales records including CustomerName.

Add a table visual with columns Date, Region, Salesperson, CustomerName, Product, SalesAmount.

Expected Result

Table visual displays all sales rows with customer details.

4

Step 4: Create a role for 'Salesperson' with Row-Level Security (RLS) to restrict detailed data.

In Power BI Desktop, go to Modeling > Manage Roles. Create role 'Salesperson' with DAX filter: [Salesperson] = USERPRINCIPALNAME() or map usernames accordingly.

Expected Result

Role 'Salesperson' restricts data to only rows where Salesperson matches the logged-in user.

5

Step 5: Create a role for 'Manager' with no data restrictions.

Create role 'Manager' with no filters to allow full data access.

Expected Result

Role 'Manager' can see all data including detailed customer information.

6

Step 6: Publish the report to Power BI Service.

Use 'Publish' button in Power BI Desktop to upload the report to your workspace.

Expected Result

Report is available in Power BI Service for sharing.

7

Step 7: Assign users to roles in Power BI Service.

In Power BI Service, go to dataset security settings. Add sales team members to 'Salesperson' role and managers to 'Manager' role.

Expected Result

Users have access according to their roles: salespeople see summaries only, managers see full details.

8

Step 8: Share the report link with the sales team and managers.

Use 'Share' option in Power BI Service to send report access links.

Expected Result

Sales team members can open the report and see data according to their access level.

Final Result

Monthly Sales Report Dashboard

+----------------------+----------------------+----------------------+----------------------+
| Month / Region       | North                | South                | East                 |
+----------------------+----------------------+----------------------+----------------------+
| January              | $500                 | $300                 | $700                 |
| February             | $200                 | $400                 | $600                 |
| March                | $800                 | $350                 | $900                 |
+----------------------+----------------------+----------------------+----------------------+

Detailed Sales Table (Visible to Managers Only):
Date       | Region | Salesperson | CustomerName | Product | SalesAmount
2024-01-05 | North  | Alice       | Customer A   | Widget  | 500
2024-01-12 | South  | Bob         | Customer B   | Gadget  | 300
... (all rows shown)

Salespeople see only the summary matrix without customer names.

✓Sales are highest in East region in March with $900 sales.

✓Managers can see detailed customer data for all sales.

✓Salespeople see only their own sales summarized by month and region.

Bonus Challenge

Add dynamic report page navigation so users can switch between summary and detail pages easily.

Show Hint

Use bookmarks and buttons in Power BI to create navigation links between pages.

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