Apply RLS based on Email for Free Users

[luiscipollitti]

My organization wants to share reports with the employees of a third-party organization such that each employee only has access to data that pertains to that specific employee. Since getting Pro licenses for each employee of the other organization is not realistic, we were thinking of acquiring Premium Capacity so we can share the report with Free Users. However, my question is: if we go the premium capacity route, can we still apply the function USERPRINCIPALNAME() or any similar function in RLS and restrict the data for each employee? I know this works with members within the organization since you are signed in to a PPU or organizational account, hence Power BI can get your email, but I'm wondering if this is still true for free users. Additionally, can we set it up such that the end user needs to log in in order to look at the report?

[TomMartens · Accepted solution]

Hey @luiscipollitti ,

the simple answer regarding RLS and using USERPRINCIPANAME is: Yes, you can!
RLS does not care if the current user is an internal or external user. Both types of users have to be part of your Azrue Active Directory, this is obvious for the internal users, but this is also a mandatory requirement for your external  guest users.
This article explains how you can add external users to your Azure Active Directory: https://learn.microsoft.com/en-us/power-bi/enterprise/service-admin-azure-ad-b2b?WT.c_id=DP-MVP-5003...

Hopefully, this helps to tackle your challenge.

Regards,

Tom

[NasTr]

Hi @TomMartens 

Could you please share more guidance on how is that possible? We have premium capacity and I have added a yahoo email in the ADD. But when I share report it says that the user is not recognized. I tried reports with and without RLS

[TomMartens]

Hey @NasTr ,

unfortunately, I can not. This is simply due to the nature of the challenge you are facing. If the article from my answer does not provide the guidance you need, then the problem can only be solved by an online meeting to avoid the slightest oversight.

Regards,

Tom