Who Can Do What? Understanding Dataset Permissions in Power BI
A dataset is a collection of organized data that is used for analysis or processing. It can be one file, a group of files, or data retrieved through an API. Datasets are often used in fields like statistics, machine learning, and research to train models, find patterns, and gain insights.
A dataset in Power BI is a collection of data that you import, connect to, or create within Power BI to build reports and dashboards. It acts as a bridge between your data sources (like databases, Excel files, APIs) and the visualizations you create.
Power BI provides different levels of dataset permissions to control how users can interact with data. These permissions ensure that users have the appropriate level of access based on their roles and responsibilities.
Read Permission:
What it Does:
- Allows users to view reports and dashboards that are built using the dataset.
- Users can explore and interact with visuals, apply filters, and drill down into data.
Common Scenario:
- Suitable for executives, managers, or stakeholders who need to analyze data but not create or modify it.
Limitations:
- Cannot edit reports, create new visuals, or share the dataset.
Example:
A sales manager reviewing a monthly sales performance dashboard.
Reshare Permission:
What it Does:
- Users can share the dataset or any reports built on it with other users.
- Ensures that reports can be distributed to a wider audience.
Common Scenario:
- Suitable for team leads or coordinators who need to circulate reports within the department.
Limitations:
- Does not allow editing or building new reports.
Example:
A marketing coordinator sharing a campaign performance dashboard with their team.
Build Permission:
What it Does:
- Allows users to create new reports and visualizations using the dataset.
- Enables users to save these reports within the workspace or their personal space.
Common Scenario:
- Suitable for data analysts and BI developers who are responsible for report creation and customization.
Limitations:
Cannot edit the dataset itself, like changing data sources or refresh schedules.
Example:
A business analyst creating a trend analysis report using the sales data.
Edit Permission:
What it Does:
- Grants full access to modify the dataset, including:
- Changing data refresh settings.
- Editing data queries and transformations.
- Renaming tables and fields.
- Users can also set up data gateways if required.
Common Scenario:
- Suitable for Power BI developers or data engineers who manage data integration and processing.
Limitations:
- Cannot grant Admin rights or delete the dataset unless combined with Admin permission.
Example:
A data engineer updating the data pipeline to include a new data source.
Admin Permission:
What it Does:
- Complete control over the dataset, including:
- Managing permissions for other users.
- Deleting the dataset.
- Refreshing data manually or scheduling automatic refreshes.
- Viewing dataset lineage to understand data sources and dependencies.
Common Scenario:
- Suitable for workspace administrators or data owners who oversee data governance.
Limitations:
- None, as it encompasses all other permission levels.
Example:
A project manager revoking access for users who no longer need to view sensitive data.
Best Practices:
- Follow the Principle of Least Privilege: Only grant the permissions necessary for a user to perform their tasks.
- Establish Governance: Regularly audit who has Admin and Edit permissions to ensure compliance.
- Monitor Dataset Usage: Use Power BI audit logs to track who accessed or modified datasets.
- Documentation: Maintain a clear record of who has what permission and why.
- Regular Training: Educate users on how to handle data responsibly within Power BI.
Dataset permissions in Power BI directly affect how users can interact with, manipulate, and share data. Misconfiguring these permissions can lead to data leakage, reduced collaboration efficiency, and even data loss. Below is a breakdown of the technical impacts of each permission type.
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