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Who Can See Your Power BI Data? Access Demystified
Control who can see your reports and data Prevent unauthorized access to sensitive information
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01Why Roles Matter
- Control who can see your reports and data
- Prevent unauthorized access to sensitive information
- Manage who can edit and publish content
- Assign the right level of power to team members
- Ensure a secure and organized analytics environment
- They are the foundation of good data governance
02The Viewer Role
- Can view reports and dashboards in the workspace
- Cannot edit any content or data models
- Cannot create new reports or add data sources
- Ideal for most end-users and stakeholders
- Perfect for distributing finished analytics products
- Lowest level of permission available
03The Contributor Role
- Can do everything a Viewer can do
- Can create and edit their own reports
- Can add new reports to the workspace
- Cannot modify datasets created by others
- Cannot delete others' content or publish to web
- Great for report developers and analysts
04The Member Role
- Has all the capabilities of a Contributor
- Can also edit and modify existing datasets
- Can refresh data for all datasets in the workspace
- Can publish or update apps for the group
- Cannot add other users to the workspace
- This is a powerful role for developers
05The Admin Role
- Has full control over the entire workspace
- Can add or remove users and assign their roles
- Can delete any content, including all datasets
- Can update workspace settings and details
- Should be limited to a few trusted individuals
- Ultimate responsibility for the workspace
06Key Differences Summarized
- Viewer: Consume content only
- Contributor: Create new reports only
- Member: Manage all content and datasets
- Admin: Manage people and workspace settings
- Permissions are cumulative from Viewer to Admin
- Always assign the least privileged role needed
07Best Practices
- Start users with the Viewer role; promote as needed
- Use the Contributor role for testing new reports
- Reserve the Admin role for team leads only
- Regularly audit user access and roles
- Name workspaces clearly to avoid confusion
- Train team members on their permission level
08Putting It All Together
- Roles are essential for security and collaboration
- Understand the tasks each user needs to perform
- Match the role to the user's responsibility
- Incorrect roles lead to risk or frustration
- Proper setup enables a smooth workflow
- Now you can confidently manage your workspace
