Power BI Row-Level Security (RLS): Protect Your Data with User-Based Access

Introduction

In business reporting, not every user should see all the data. A sales manager may need to view only their region’s data, while the CEO can see everything. Power BI solves this problem with Row-Level Security (RLS). RLS allows you to restrict data visibility based on the logged-in user.

This blog explains what RLS is, how to set it up, and best practices to use it effectively.

What is Row-Level Security in Power BI?

Row-Level Security (RLS) is a feature that controls which rows of data a user can access in Power BI reports. Instead of creating multiple dashboards for different users, you can create one report with RLS applied — and each user will only see their authorized data.

Why Use RLS?

• Data Privacy → Prevents users from accessing sensitive data.
• Efficiency → One report can serve multiple users with customized views.
• Compliance → Essential for industries like finance, healthcare, and HR where confidentiality matters.
• User Experience → Users see only what’s relevant to them.

Types of Row-Level Security in Power BI

1. Static RLS

Rules are fixed and do not change with user login.

• Example: Region = “North” always filters the report.

2. Dynamic RLS

Rules depend on the logged-in user.

• Example: If John logs in, he sees only “North Region.” If Mary logs in, she sees only “South Region.”

How to Implement Row-Level Security in Power BI

Step 1: Create Roles in Power BI Desktop

• Go to Modeling → Manage Roles.
• Add a new role, e.g., “NorthRegionManager.”
• Apply a DAX filter:

[Region] = "North"

Step 2: Test Roles

• Click View as Roles to test how the report looks for each role.

Step 3: Publish to Power BI Service

• Publish your report to Power BI Service.

Step 4: Assign Users to Roles

• In Power BI Service, go to Dataset Settings.
• Assign users to the created roles.

Example: Regional Sales Dashboard

Suppose you have a sales dataset with regions North, South, East, and West.

• A Regional Manager (North) should see only North’s data.
• A Sales Executive (East) should see only East’s data.
• The CEO should see all regions.

Instead of creating 4 separate reports, you build one report with RLS.

Best Practices for RLS

• Use Dynamic RLS where possible for scalability.
• Test roles carefully before sharing reports.
• Document all security rules for audit and compliance.
• Keep your security logic simple to avoid performance issues.

Conclusion

Row-Level Security (RLS) ensures that Power BI dashboards remain secure, scalable, and relevant to each user. With RLS, you can maintain a single version of the truth while controlling who sees what data  a critical feature for enterprise-grade reporting.