Power BI Services Security RLS Member additions

Hi CHAUHAN812 , Thank you for reaching out to the Microsoft Community Forum.

No, RLS doesn’t sync with dataset fields (email field in your case), it filters based on the user’s identity. Distribution lists or groups require separate management. Unless your organization automates group membership, which needs admin access you don’t have, yes, creating a distribution list is indeed a manual effort.

I recommend using dynamic RLS with automated dataset updates as your primary solution. In Power BI Desktop, define an RLS role that filters data based on the user’s email. Use a DAX expression to ensure each user only sees their own data when they log into Power BI Service. After setting this up, republish your report. This eliminates the need to manually add email IDs to RLS roles in Power BI Service, as the filtering happens dynamically based on the user’s identity. Ensure your dataset’s email ID column includes all users who should have access and updates automatically.

If your data comes from a live source, connect it via DirectQuery or set a refresh schedule in Power BI Service under dataset settings. This pulls in new email IDs without effort. For static sources, use Power Automate to update the file with new email IDs from your source system and trigger a dataset refresh. Grant report access via a workspace or app to all users and RLS handles the rest. No group creation needed.

If dataset updates aren’t possible, use Power BI REST APIs to sync RLS roles programmatically, but this needs admin support and coding.

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Thank you.