Show / hide embeded PowerBI report depending on which user views the site

Question

We are using Office365 we embed PowerBi reports into the same organizations sharepoint site.

Some reports only display data for project leaders due to RLS. Can we hide those objects in Sharepoint for non-project leaders? Either through named users or group membership.

Answer 1

Hi schaki__,

Thank you for reaching out!

Yes, you can control the visibility of embedded Power BI reports in SharePoint based on the user's role or group membership. This can be done using a combination of SharePoint permissionsand Power BI’s Row-Level Security (RLS) to ensure the correct data is displayed to the appropriate users.

Here's a general approach you can follow:

1. Create a Security Group for Project Leaders:
In the Microsoft 365 Admin Center, create a security group for project leaders and add the appropriate users to it.

2. Create a Separate SharePoint Page for the Power BI Report:
To avoid the permission settings affect the other webparts, please create a new SharePoint page, only embed the Power BI report webpart.

3. Adjust Permissions for the Page:

• Right click the newly created site page > manage access > 3 dots > advanced settings > Stop inheriting permissions on the page> remove access for everyone > then grant permission for "Project Leaders" security group.
• Note: Ensure that non-project leaders are not Site Admins because Site Admins have the highest level of control and can override page-specific permissions.

By combining RLS with SharePoint permissions, you can ensure that only the users in the appropriate groups (like project leaders) can see the embedded report, and others will either not see the report.

Best regards,

Community Moderator | Sophia