A Complete Guide to RLS with Power BI

Sunilkumar Prajapati
3 min readSep 23, 2023


Are you interested in maximizing the capabilities of your Power BI data analysis? There is no need to look past the RLS (Row-Level Security) function. We’ll explore the advantages, application, and best practices of RLS in Power BI in this post as we delve into its realm. I’ll start now!

Understanding RLS

With the help of Power BI’s row-level security (RLS), you can tightly regulate who has access to what data. You may limit what information each user or group can see in your reports and dashboards by specifying rules. RLS makes sure that private or personal information is kept concealed from unauthorized viewers while allowing access to vital data.

Implementing RLS in Power BI

Step 1: Define Roles

Roles must first be defined before RLS in Power BI can be applied. Different user groups or people who will access your data are represented by different roles. Find out what positions exist in your company, such as managers, salespeople, or regional teams.

Step 2: Set Filters

Once roles have been defined, filters can be specified to limit the data that each role can access. As gatekeepers, these filters limit the visibility of the data according to predetermined standards. You may use the department, region, or any other pertinent attribute to filter the data, for instance.

Step 3: Create Rules

It’s now time to establish rules for each position after establishing filters. Each role’s viewable data rows are determined by these guidelines. You may create rules in Power BI that support complicated logic and dynamic filtering by utilizing DAX expressions. It gives you the ability to tailor data access depending on a number of variables, like the user’s department, seniority, or territory.

Step 4: Apply Rules to Visuals

You must apply the rules to dashboard and report visualizations in order to finish the implementation. You may guarantee that each user sees just the pertinent information by linking responsibilities to particular images. Within various user groups, this level of control encourages effective decision-making while guaranteeing data confidentiality.

Best Practices for RLS Implementation