Static RLS rules in Power BI - Dashboard Guide

Dashboard Mode - Static RLS rules

Business Question

How can we restrict sales data so that each regional manager only sees data for their own region?

Sample Data

OrderID	Region	SalesPerson	SalesAmount
1001	North	Alice	500
1002	South	Bob	700
1003	East	Charlie	300
1004	West	Diana	400
1005	North	Eva	600
1006	South	Frank	800

Dashboard Components

• KPI Card: Total Sales
  Formula: Total Sales = SUM(Sales[SalesAmount])
  Shows total sales amount visible to the user after RLS filtering.
• Table: Sales Details
  Columns: OrderID, Region, SalesPerson, SalesAmount
  Shows detailed sales rows filtered by RLS.
• Static RLS Rule: Region Filter
  Rule example for North region:
  [Region] = "North"
  This rule restricts data so users assigned to North region see only North sales.

Dashboard Layout

+----------------------+----------------------+
|      Total Sales      |                      |
|       (KPI Card)      |                      |
+----------------------+    Sales Details     +
|                      |      (Table)         |
|                      |                      |
+----------------------+----------------------+

Interactivity

The Static RLS rule applies automatically based on the logged-in user's assigned region. It filters the Sales table so that both the Total Sales KPI and the Sales Details table only show data for that region. No manual filter is needed by the user.

Self Check

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

• The Total Sales KPI updates to show the sum of sales only for South region.
• The Sales Details table updates to show only sales rows where Region is South.

Key Result

Dashboard shows total sales and sales details filtered by static region-based RLS rules.

Practice

1. What is the main purpose of Static Row-Level Security (RLS) in Power BI?

easy

A. To restrict data access using fixed filter conditions

B. To dynamically change data access based on user input

C. To create interactive visualizations

D. To improve data refresh speed

Solution

1. Step 1: Understand Static RLS concept

   Static RLS uses fixed filter rules to limit data access for users.

2. Step 2: Compare with other options

   Dynamic changes or visualization improvements are not the purpose of Static RLS.

3. Final Answer:

   To restrict data access using fixed filter conditions -> Option A

4. Quick Check:

   Static RLS = fixed filters [OK]

Hint: Static RLS means fixed filters for data access [OK]

Common Mistakes:

• Confusing static with dynamic RLS
• Thinking RLS improves performance
• Mixing RLS with visualization features

2. Which of the following is the correct syntax to define a static RLS filter on a 'Region' column in Power BI?

easy

A. Region == "North"

B. FILTER(Region, Region = "North")

C. Region = "North"

D. Region IN ("North")

Solution

1. Step 1: Identify correct filter syntax for static RLS

   Static RLS uses simple filter expressions like Column = "Value".

2. Step 2: Evaluate options

   Region = "North" uses correct single equals sign and quotes. FILTER(Region, Region = "North") is a function, not direct filter. Region == "North" uses double equals which is invalid in Power BI filter. Region IN ("North") uses IN syntax which is not supported in static RLS filter expression.

3. Final Answer:

   Region = "North" -> Option C

4. Quick Check:

   Static RLS filter = Column = "Value" [OK]

Hint: Use single equals sign for static RLS filters [OK]

Common Mistakes:

• Using double equals (==) instead of single equals (=)
• Using FILTER function inside static RLS
• Using unsupported IN syntax

3. Given a static RLS rule on the 'Department' column with filter Department = "Sales", what data will a user assigned this role see?

medium

A. Rows where Department is Sales or Marketing

B. Only rows where Department is Sales

C. All rows except those where Department is Sales

D. No rows at all

Solution

1. Step 1: Understand the filter condition

   The filter Department = "Sales" restricts data to only Sales department rows.

2. Step 2: Analyze each option

   Only rows where Department is Sales matches the filter exactly. All rows except those where Department is Sales is the opposite. Rows where Department is Sales or Marketing includes Marketing which is not in the filter. No rows at all means no data, which is incorrect.

3. Final Answer:

   Only rows where Department is Sales -> Option B

4. Quick Check:

   Filter Department = Sales shows only Sales rows [OK]

Hint: Filter equals value means only that value's rows show [OK]

Common Mistakes:

• Assuming filter excludes the value instead of including
• Thinking filter includes multiple values without OR
• Confusing filter with dynamic RLS

4. You created a static RLS rule with filter Region = "East" but users assigned to this role still see all data. What is the most likely cause?

medium

A. Static RLS does not restrict data

B. The filter syntax is incorrect

C. The data model has no Region column

D. The RLS role was not assigned to the users

Solution

1. Step 1: Check role assignment

   Static RLS only restricts data if users are assigned to the role with the filter.

2. Step 2: Evaluate other causes

   Filter syntax is correct, Region column exists, and static RLS does restrict data. So the most likely cause is missing user assignment.

3. Final Answer:

   The RLS role was not assigned to the users -> Option D

4. Quick Check:

   Users must be assigned roles for RLS to apply [OK]

Hint: Assign users to roles to activate RLS filters [OK]

Common Mistakes:

• Assuming filter syntax error without checking assignments
• Thinking static RLS is ineffective
• Ignoring data model columns

5. You want to create static RLS rules to restrict sales data by region: North users see only North region data, South users see only South region data. Which approach is best?

hard

A. Create two roles with filters: Region = "North" and Region = "South", then assign users accordingly

B. Create one role with filter Region IN ("North", "South") and assign all users

C. Create no roles and rely on report filters

D. Create one role with filter Region = USERNAME()

Solution

1. Step 1: Understand requirement for static RLS by region

   Each region needs a separate fixed filter to restrict data accordingly.

2. Step 2: Evaluate options

   Create two roles with filters: Region = "North" and Region = "South", then assign users accordingly creates two roles with fixed filters and assigns users correctly. Create one role with filter Region IN ("North", "South") and assign all users allows all users to see both regions, which is incorrect. Create no roles and rely on report filters does not restrict data. Create one role with filter Region = USERNAME() uses dynamic USERNAME() which is not static RLS.

3. Final Answer:

   Create two roles with filters: Region = "North" and Region = "South", then assign users accordingly -> Option A

4. Quick Check:

   Separate roles with fixed filters for each region [OK]

Hint: Use separate roles with fixed filters for each group [OK]

Common Mistakes:

• Using one role for multiple regions
• Confusing static with dynamic RLS
• Relying on report filters instead of RLS