Sharing and access control in Power BI - Cheat Sheet & Quick Revision

Recall & Review

beginner

What is the main purpose of sharing reports in Power BI?

The main purpose is to allow others to view or collaborate on reports and dashboards securely.

intermediate

What does 'Row-Level Security' (RLS) control in Power BI?

RLS controls which data rows a user can see based on their role or identity.

intermediate

How can you share a Power BI dashboard with someone outside your organization?

You can share by using 'Power BI apps' or by enabling guest access through Azure Active Directory B2B.

beginner

What is the difference between 'Share' and 'Publish to web' in Power BI?

'Share' lets specific people view your report securely, while 'Publish to web' makes it public for anyone with the link.

intermediate

What role does the Power BI workspace play in access control?

Workspaces group content and control who can view or edit reports and dashboards within that group.

Which feature restricts data visibility for users in Power BI?

A Row-Level Security

B Dashboard Sharing

C Publish to web

D Data Refresh

Row-Level Security limits data rows users can see based on their roles.

What happens when you use 'Publish to web' in Power BI?

A Report becomes publicly accessible to anyone with the link

B Report is shared securely with specific users

C Report is emailed to users

D Report is saved locally

'Publish to web' makes the report public without restrictions.

How do Power BI workspaces help with access control?

A They store data sources

B They refresh data automatically

C They group content and manage user permissions

D They create visualizations

Workspaces organize content and control who can view or edit it.

Which method allows sharing Power BI content with users outside your organization?

A Row-Level Security

B Azure Active Directory B2B guest access

C Publish to web

D Power BI Desktop export

Azure AD B2B guest access enables secure sharing with external users.

What is required for a user to view a shared Power BI report?

A They need admin rights

B They only need a free Power BI account

C They must install Power BI Desktop

D They must have a Power BI Pro license or be in a Premium workspace

Viewing shared content usually requires a Pro license or Premium capacity.

Explain how Row-Level Security works in Power BI and why it is important.

Think about how you would hide some rows from certain users.

Describe the differences between sharing a report securely and publishing it to the web in Power BI.

Consider who can see the report in each case.

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