How to create ONE report with different data for different users?

[j_w]

I need create 9 reports using the same structure but each report using a different dataset and publish these reports to web for the 9 branches.

So each branch gets a report URL link to view its own data.

But when there is a change to the reports, I need change all 9 reports, which is a painful thing ...

Is there a way to create a single report for the 9 branch users, and each branch user can only see its own data by visiting report URL link?

Many thanks.

[Seth_C_Bauer · Accepted solution]

@j_w Provided you are using a Pro license, you can use Row Level Security as described here, this method allows you to filter who can see what when accessing the report based on their credentials. This would also work on the backend if you were using Analysis Services, but I sort of doubt that by your question.

EDIT: Correction, I just finished this and mis-read your post. Your using Publish to Web for internal reports?.. i would higly advise against this unless this data is public knowledge and you wouldn't care if it was out there. To correct my initial post, you can't use RLS in this instance... You would have to look at Power BI Embedded, and restructure how you are sharing these reports. This would also only work depending on your datasource as there are limitations to PBIE currently as to which data sources it supports.

[j_w]

@Seth_C_Bauer Currently, I am using Publish to web for internal reports. You are right, it is not a safe way to publish internal report data to internet without access control (anyone got the report URL link can see the report).

And do you have any suggestions to implement this if the users want to view the reports through web browser?

Thanks.

[Seth_C_Bauer]

@j_w What is the data source? Are these internal company users or external facing customers?

you're either looking at Power BI Embedded for external, using Dev tools to embed an i-frame to an internal application, or you can use the new embed to SharePoint Online if you have that. All of these require an application or other service to plug into.

A lot of this depends on your set up and current solution/limitations.

[j_w]

@Seth_C_Bauer The data is from different databases through ODBC. The internal company users from different region branches will use these reports (each report for its branch, and a branch should not see other branches' report data).

The Row Level Security (RLS) you mentioned would be a solution to this, but this feature is not available to Power BI free account, and the company would not like to purchase 9 Power BI Pro accounts for these 9 branches.

I am waiting for a future feature Pass filters in URL which I guess would work this out. At present, the report data is not quite sensitive, so its fine to Publish to web.

Thanks for your replies.

[Seth_C_Bauer]

@j_w Fair warning, I would be highly surprised if that feature was usable in a "free" scenario. The expectation that you would be able to run all of Power BI from end to end as a business solution on "Free" is... ambitious. Free is to help get people to understand the capabilities of Power BI, not run a BI solution for a company off of. (my 2 cents)

[j_w]

@Seth_C_Bauer Personally, I totally agree with your point about fair using.

But some startup/small companyies just want to try to work something out at a low cost or even "free".

Anyway, thanks for your warning and I should pass the information to the users.

[GilbertQ]

Hi @j_w,

I have to agree with @Seth_C_Bauer in that there is a high possibility that someone could gain access to your sensitive data with the public URL.

Another alternative might be to use Row Level Security (RLS), in doing so you can create 1 report, and share this with the 9 branches. Then based on who logs in, they will then see their view of the data.

So when it comes to updating the report later, it is simply one report.

Here is a link to RLS - Row-level security (RLS) with Power BI