Sharing and access control in Power BI - Cell-by-Cell Formula Trace

Sample Data

This table shows users, their roles, and their access levels for a Power BI report.

Cell	Value
A1	User
B1	Role
C1	Access Level
A2	Bob
B2	Contributor
C2	Edit
A3	Alice
B3	Viewer
C3	Read
A4	Carol
B4	Admin
C4	Full Control

Formula Trace

IF(B2="Admin", "Full Control", IF(B2="Contributor", "Edit", "Read"))

Step 1: B2="Admin"

Step 2: B2="Contributor"

Step 3: IF(TRUE, "Edit", "Read")

Cell Reference Map

    A       B           C
1 | User  | Role      | Access Level
2 | Bob   | Contributor -> Formula uses B2
3 |       |           |
4 |       |           |

The formula references cell B2 to determine Bob's role and assign the correct access level.

Result

    A       B           C
1 | User  | Role      | Access Level
2 | Bob   | Contributor | Edit
3 |       |           |
4 |       |           |

The formula result for Bob's access level is 'Edit' because his role is Contributor.

Sheet Trace Quiz - 3 Questions

What access level does a user with the role 'Admin' get according to the formula?

A Edit

B Full Control

C Read

D No Access

Key Result

IF(role = "Admin", "Full Control", IF(role = "Contributor", "Edit", "Read"))

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