Static RLS rules in Power BI - Step-by-Step Guide

Introduction

Static Row-Level Security (RLS) rules let you control which rows of data each user can see in a Power BI report. This helps keep sensitive data safe by showing only the right data to the right people.

When you want to restrict sales data so regional managers see only their region's sales.

When you need to hide employee salary details from all but HR staff.

When your report should show different product lines to different product managers.

When you want to create a single report but show personalized data views based on user roles.

When you want to prevent users from seeing data outside their department.

Steps

Step 1: Open

- Power BI Desktop

Your report file loads and shows the data model and report canvas

Step 2: Click

- Model view icon on the left side

You see tables and relationships in your data model

Step 3: Select

- Table where you want to apply RLS (e.g., Sales)

The table is highlighted and its columns are visible

Step 4: Click

- Modeling tab on the ribbon, then Manage Roles button

The Manage Roles window opens where you can create security roles

Step 5: Click

- Create button in Manage Roles window

A new role is added with a default name (e.g., Role1)

Step 6: Type

- Role name field

The role is renamed to something meaningful like 'RegionManager'

Step 7: Click

- Table name under the role

You can enter a DAX filter expression to limit rows

Step 8: Type

- Filter expression box

The filter is applied to the table for this role, e.g., [Region] = "West"

💡 Use simple DAX expressions that return TRUE or FALSE to filter rows

Step 9: Click

- Save button in Manage Roles window

The role is saved and ready to be tested

Step 10: Click

- Modeling tab, then View as Roles button

You can select the role to see the report as that role would see it

Before vs After

Before

Report shows all sales data for all regions to every user

After

Report shows only sales data for the West region to users assigned to the 'RegionManager' role with filter [Region] = "West"

Settings Reference

Manage Roles

📍 Modeling tab on the ribbon

Create and manage static RLS roles with row filters

Default: No roles defined

View as Roles

📍 Modeling tab on the ribbon

Preview report data as a user with a specific role

Default: No role selected

Common Mistakes

Using dynamic user functions like USERNAME() inside static RLS roles without proper setup

Static RLS roles do not automatically filter by user identity; USERNAME() requires dynamic RLS setup

Use fixed filter expressions for static roles or set up dynamic RLS with USERNAME() in the filter

Not testing roles with 'View as Roles' after creating them

You might not realize the filter is incorrect or too broad/narrow

Always use 'View as Roles' to confirm the data visible matches your expectations

Summary

Static RLS rules restrict data rows for users based on fixed filters you define.

You create roles and assign simple filter expressions to tables in Power BI Desktop.

Remember to test roles using 'View as Roles' to ensure correct data visibility.

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