Tag Archive for Power BI Explanation

Microsoft Announces Power BI Premium: Removes Functionality on Free Version

Many of our clients come to us looking for solutions to help them achieve “Business Intelligence for Everyone” in their organization while avoiding the pitfalls of reporting in Excel. Our response is simple: Microsoft Power BI is an easy-to-use, non-technical business intelligence tool which is far more robust than Microsoft Excel for reporting. End users who rely upon Excel for reporting often view Power BI as a logical step up. With Power BI, users can automate mundane data transformation steps, connect to a broad range of data sources and securely collaborate with colleagues  —all within an environment that looks and feels just like Excel. Our clients have reported that Power BI’s free edition includes enough functionality to get started on any reporting initiative, automate data extraction and transformation activities and share the results with a team of executives, analysts, managers and colleagues. However, as Power BI data and report volumes grow, organizations may choose to step up to Power BI Pro, which upgrades users from 1GB to 10GB of data and enables complex analytics sharing capabilities, even outside the organization.

Finding a Solution for Larger Organizations

The current Power BI service does present some challenges to larger, more sophisticated organizations. Some of the issues include:

  •   Sharing and collaboration features would often become complex and difficult to manage
  • Compute resources are shared, not dedicated, and there is no ability to provision additional compute resources
  • Structured reporting capabilities are not well suited for interactive reports and “single pane of glass” dashboards delivered in Power Bi

These issues begged for a simpler, more manageable model for large organizations.

Introducing Power BI Premium

In early May 2017, Microsoft announced its intention to introduce a new licensing level for Power BI, Power BI Premium. Power BI Premium is designed to address the shortcomings of Power BI Pro. Here are three things to know about Power BI Premium:

  1. Power BI Premium Edition will support Power BI Apps. Power BI Apps replace Content Packs and Power BI Embedded. Organizations that currently share Power BI content externally with Power BI Embedded should plan to migrate to Power BI Premium Edition.
  1. Power BI Premium Edition offers dedicated capacity for organizations that need more control. Instead of paying strictly per user, Power BI Premium is licensed on a combined capacity and usage model. This enables organizations who struggle with the per user data limits enforced on Free and Pro Edition users (1 GB and 10GB maximums, respectively) to load data models that are much larger. As with other Azure services, organizations can scale up and scale down capacity as their needs change.
  1. Power BI Premium Edition includes a license for Power BI Report Server—a full featured on-premises solution supporting both Power BI (interactive) reports and Reporting Services (paginated, structured) reports.

Important Note for Power BI Free Edition Users

Power BI Free Edition became quite attractive because many users within the same organization could share content without paying any fee. Unfortunately, Power BI Free Edition functionality will be changing soon. Users on the Free Edition will no longer be able to share dashboards with colleagues, other than by printing them out, or showing others their “personal dashboard” in a browser. As of June 1, users enjoying dashboard sharing will no longer be able to do so under the Free Edition.

June 1st is right around the corner, and some organizations have built fully functional company dashboards using Free Edition licenses. These organizations now face the prospect of having to either upgrade to Power BI Pro Edition ($10/user/month) or lose vital collaboration features. This is why Microsoft is offering a 1-year trial of Power BI Pro licenses to users who have previously signed up for Power BI Free Edition. This allows organizations to carefully consider which users need Power BI Pro for data model, report and dashboard creation and collaboration and which do not. Some organizations will stay on the Free Edition, and simply share their BI content via PowerPoint. Others will look at Power BI Pro or Premium licensing and continue to see value.

Next Steps

Microsoft has stated that general availability of Power BI Premium is on the horizon, but no specific release date has been communicated. If your organization has many users creating reports and dashboards with the Free Edition, here are some things you can do to get ready for the change.

  1. Take advantage of the 1-Year Power BI Pro trial – encourage users to respond to any email communication from Microsoft and take advantage of the grace period
  1. Download the Power BI Report Server and take it for a spin
  1. Review the Power BI Premium Calculator to understand what your costs would look like under the Power BI Premium model

For more information on how to achieve high performance analytics and reporting with Power BI, contact Brian Berry and our Data Analytics team at bberry@blumshapiro.com, or by phone at 860.570.6368.

Berry_Brian-240About Brian: Brian Berry leads the Microsoft Business Intelligence and Data Analytics practice at BlumShapiro. He has over 15 years of experience with information technology (IT), software design and consulting. Brian specializes in identifying business intelligence (BI) and data management solutions for upper mid-market manufacturing, distribution and retail firms in New England. He focuses on technologies which drive value in analytics: data integration, self-service BI, cloud computing and predictive analytics

Row Level Security in Power BI – Part 2

In Part 1 of this series, we discussed Row Level Security in Power BI, that it is different from RLS in SQL Server 2016, and then went on to demonstrate two simple scenarios where RLS can be used to filter data in a model based on Role assignment utilizing some DAX filter expressions. We introduced the USERNAME() DAX function and demonstrated its usefulness. In this second article, we’ll be diving a little deeper into RLS.

Row Level Security in Power BI Scenario 3:

Those first two scenarios from Part 1 were not that bad to implement. One line of a DAX expression and you’ve got a simple filter covered. But life seldom ever hands us a scenario that is so cut and dry. For this scenario, we’re going to add some requirements that might get handed down by the business users such as:

  • Ability to grant access to a group of countries, like continents, or regions.
  • Ability to have any one country be in multiple geo-political groups.
  • Ability to grant and revoke access to an entire group of people at once rather than needing to address each person individually
  • Ability to grant access on any one country to any one individual

For this we’re going to again go back to the database and create a few tables to help us. We already have the Country table so no need to do anything there. But we’ll add four more:

  • Users
  • Groups
  • User Group Membership
  • Country Group Membership

The T-SQL code for this can be found in the attachment, and a simple database drawing is shown here:

Row Security 3-1-1

We’ll also add some rows to the respective tables via basic INSERT statements:

For those of you who, like me, are full-blooded SQL nerds, I have included the CREATE TABLE, INSERT INTO, and CREATE VIEW scripts that can be executed in your database.  But we don’t need to import all four additional tables into your model, we simply need the distinct list of Users and the Countries to which each has access. This is represented in the [dbo].[SecurityQuery] view (Script #05). If you look at the view definition, note the DISTINCT key word in the SELECT clause, the optional fields to show the User’s Full Name and the Country Name, the absence of any fields from the [Group] or[ GroupUser] tables, and the WHERE clause at the bottom that filters for only Active records.

First, we’ll need to remove the Continent table from the model, then import the SecurityQuery dataset. Since this is not an exercise in how to import data, I’ll leave it up to you to get that done. And while you’re adding it, you might as well add the [SecurityReference] view as well and we’ll cover its usage at the end of the article.

Once you have the [SecurityQuery] in your model, it needs to be joined to the Country table, on Country code:

Row 3-1-2


Hint: If you have sufficient rows in the Security Query dataset, when you set up the relationship between [Country Code] in the Country table and the [Country Code] in the Security Query table, Power BI will recognize that this is a one-to-many relationship with the Country table being at the “one” side.

As before, we will use the Manage Roles button on the Modelling tab to configure the DAX Filter for the Roles. We’ll start with what we learned from before:  a filter on the [UserName] field and making use of the USERNAME() DAX function as before:

Row 3-1-3

But if we were to browse the model now for any one member in our set, we’ll see that he or she is limited in the rows returned by the Security Query, but NOT limited by rows returned in the Country table. Why not? It worked before. It is because the table on which the USERNAME() filter is applied is not at the top of the hierarchy, it’s at the bottom. To make things more complicated, there are two branches from the top of that hierarchy, one branch to sales, through the country table, and one branch directly to the security table. If only there was a way to filter the countries in that table based on those listed in the Security Query table. We need something more.

Enter the CONTAINS() DAX function. The description from MDSN is as follows:


CONTAINS(<table>, <columnName>, <value>[, <columnName>, <value>]…)

Return Value

A value of TRUE if each specified value can be found in the corresponding columnName, or are contained, in those columns; otherwise, the function returns FALSE.

If you’re like me, you’ll read that and think, “say WHAT?” Let’s implement it first, then we’ll sort out and explain how the parameters are used. Back under the Manage Roles, add a Filter to the Country table as the following (hint: it doesn’t matter which column you select as you will be replacing it with the entire text below):








Note: The line breaks are not required in this, but are added for clarity of reading.

Now here’s the layman’s description of how the DAX statement above works with the five parameters, in order of their appearance:

Go to the ‘SecurityQuery’ table (1st parameter), and in the column ‘SecurityColumn’[UserName] (2nd parameter), look for any rows that match the value returned by the function USERNAME() (3rd parameter).  Then for those rows, take the values in the column ‘SecurityQuery’[CountryCode] (4th), and see if those values exist in the column ‘Country’[CountryCode] (5th). If that [CountryCode] value is found return TRUE for that row, and allow it to be viewed in this context.

There are a couple of things to watch for when implementing this approach. First, you need to have a relationship defined between the Country table and the SecurityQuery table. Second, the <value> parameter (3rd parameter) of the CONTAINS() function can be just that, a single value, not a list or table. But the USERNAME() function fits this bill nicely. Third, you still need the [UserName] = USERNAME() security filter on the Security Query dataset.

If you followed the INSERT scripts included, you will recall that there were only two people involved: Fred and Bob. And you may recall that we granted Fred access to a Group called “Pacific Rim” (which included countries such as Japan, Hong Kong, and the Philippines) but that [GroupMembership] row was NOT flagged with [IsActive] = 0. Fred’s mapped data looks like this:

row 3-1-4


Now here’s where the [SecurityRefernce] dataset comes in. After adding it as part of the model, you need to make sure that A) it has NO relationships to any other tables and that B) it also has a [UserName] = USERNAME() DAX Filter expression applied.

I added a report page to my Power BI model and a simple Matrix visualization based on this table and configured it as follows:

  • Rows = [Country Name]
  • Columns = [GroupName]
  • Values = [IsActive], with a SUM aggregation
  • For the [IsActive], I set up Conditional Formatting with the following properties

row 3-1-5

The resulting visualization is a nice way to see exactly HOW a person has gotten access to any one particular country (via membership in which Group), and what countries are in any Group they have are also a member of, even if that membership is not active.

Row 3-1-6


It is true that there is a lot introduced here that may not specifically be “Row Level Security” stuff, but rather T-SQL overhead. After all, all you really need for this 3rd scenario to work is the distinct list of Users and Countries that are allowed access. But given the 173 countries in the world and say, two dozen people to which access control is required, that’s potentially up to 4,000 rows of data controlling who has access to what. Breaking it into Users and Groups and Memberships is a way to manage the mess.

About Todd: Todd Chittenden started his programming and reporting career with industrial maintenance applications in the late 1990’s. When SQL Server 2005 was introduced, he quickly became certified in Microsoft’s latest RDBMS technology and has added certifications over the years. He currently holds an MCSE in Business Intelligence . He has applied his knowledge of relational databases, data warehouses, business intelligence and analytics to a variety of projects for BlumShapiro since 2011. 

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Row Level Security in Power BI – Part 1

The folks at Microsoft have been steadily adding features to both the Power BI service and the downloadable Power BI Desktop over the past eighteen months since it went General Availability in July of 2015. Row Level Security is one such feature, allowing the developer to restrict which data is seen by users. Like most other major features, it was introduced into Power BI Service first, then eventually added to the Desktop. However, unlike other features, upon its addition to the Desktop, it, or most of it, was removed from the Service. After all, you really only need it in one place. Having it in both places would just cause confusion and conflicts. However, there are some lingering aspects in the Power BI service that require attention after deploying a model that has Row Level Security defined. In this post, we’ll look at this feature of Power BI, how to get it up and running in the Desktop, what needs to be done on the Service, and some common scenarios for when it might be useful.

But before we get started, you need to be made aware of two points: First is that RLS in Power BI is NOT the same as RLS in SQL Server 2016. Yes, both are great new feature in their respective products, and do pretty much the same thing of restricting user access to certain rows of data. They even share the same acronym, and the results are pretty much the same, but the implementation methods of each are quite different. RLS in SQL Server uses T-SQL functions and other artifacts inside the SQL database, while Power BI uses DAX. Another major difference is that RLS in Power BI can be used regardless of the data source type.

The second major point is that RLS and Power BI Dashboard’s Q&A feature are mutually exclusive. You can have one or the other, but not both. While some readers may not really care about that, others may simply stop reading right here based on that revelation alone. But before you click off the page because of this limitation, take a moment to voice your opinion at the Power BI Feedback site for this particular issue. Even if you don’t care, some day you might and I encourage you to vote on the item. Go ahead, we’ll wait.

Ok, you’re back? Good, let’s get started.

Row Level Security in Power BI Scenario 1

The first scenario we’re going to explore is one where you have hard-coded roles for each particular segment of data. For the demo model for all these scenarios, I generated data that was spread across the globe, and tied the access directly to continents, then later to countries. This makes it very easy to determine at a glance if data is being filtered properly. The Power BI map visualization is the ideal choice for this as your eyes can easily determine which geographic entities are represented by the data. We’ll see the map again later on, but for starters, the unfiltered data maps like this:

Row Level Security 1


Before we set the security for this data, I’ll explain a little about this particular model’s data structure: It is made up of three tables as shown here: country, customer, and Salessales. The country table lists all of the countries in the world, and which continent they are on. Also, that table is at the “one” side of a one-to-many relationship to Customer (on [CountryCode]), which is in turn on the “one” side of its relationship to the Sales table.

Row Level Security 21


If we can limit the countries to only those in, say, North America, that would limit the customers to those that are located there, and that would limit the sales, in a cascading filter sort of way. We end up seeing only sales to Customers that are in North America. It would be like adding a WHERE predicate to a SQL query which filters as follows:

SELECT * FROM dbo.Country WHERE Continent = ‘North America’

Let’s get started.

  • On the Modelling tab, click Manage Roles.
  • Click Create to add a new Role, and name it “North America”.
  • Under Tables, click the ellipsis next to Country and select Add Filter, then select the [Continent] field
  • Edit the Table Filter DAX Expression it generates, substituting “Value” for “North America”

row 3


To test out this Role, back on the Modelling tab, click View As Roles. Select the North America role. My resulting map looks like this: Row 4


Notice the yellow band at the top of the report page that not only shows the security context under which the data is being viewed, but also offers a link to go back to unfiltered data.

We’ve successfully created a Security Role for North America. With only six distinct continents in the Country table, it is a simple operation to add additional roles for the remaining five, each appropriately named.

After deploying the model to the Power BI service, we have some additional work. Locate the data set for the model, click the ellipsis next to it and select security. This is where you would specify who has membership in which role. And obviously, membership in any one role gives you access to see the data associated with that particular continent. There is nothing stopping you from adding any one name to multiple roles. As you can see from the screenshot below, I have already added someone to the North America role.

row 5


Get used to this operation as it will be referenced in each of the other two scenarios, but not directly explained again as the operation is exactly the same. Only the name of the Role(s) will change.

This Row Level Security approach is useful if you have a relatively small number of distinct values at the top of a hierarchy (Continent / Country / Sales in this case), and that list is not likely to change. Changes in that list of values would dictate corresponding changes to the Roles, and re-deployments of the Power BI model. But I think we’re safe with our six continents on this earth for at least another googol years or so.

Row Level Security in Power BI Scenario 2

In this scenario, we’re going to take the security role assignments out of the Power BI Service and hold them at the database layer. We’ll use the same model from the previous scenario, minus the six roles we defined before. This model includes one additional table, Continent as shown below: row 6

And as you can imagine, this table now moves the top of our de-facto hierarchy, with a one-to-many relationship between it and the Country table, on field [Continent]:

row 7

To set security in the model we will do the same thing using the Manage Roles dialog box. If you are continuing on from Scenario 1 and have added the Continent table, you can delete the six Roles you added before as they are not needed here. But this time the single role of “Users” will filter on the Continent table, with the DAX expression of: [UserName] = USERNAME()

Row 8


The DAX USERNAME() function returns the login name and domain of the logged in user in the format of <name>@<domain>. This returned value ties nicely with the [UserName] column of the Continent table.

To test out this method of securing the data, we will again go to the View As Roles button on the Modelling tab, but this time we’ll check off both the Role of “Users”, and also fill in the “Other user” option by supplying a user name. If you recall the Continent table above, Eustice is assigned to Europe, so she only sees data for Europe. Notice below also how the Continent slicer gets filtered to just one value, and the Country slicer below it gets filtered as well to only Countries to which Eustice has access — those in Europe.

Row 9

After deploying the model, we still need to add email addresses to our User role just like before, but this time we have one role to worry about, and so all six names can be added under that one Role. Control over who gets to see what continent is defined in the rows of the Continent table back in the database. By changing or removing a name and refreshing the data to Power BI, we will alter data access rights without the need to redeploy the model or make adjustments to the Dataset’s Security settings on the site.

This scenario is handy when you again have a clearly defined top-down hierarchy, and when the users’ access is mutually exclusive. One and only one person can have access to each continent. I foresee this being implemented in a model where a salesperson table is at the head of the hierarchy and by filtering the salesperson, the customers and their respective sales get filtered as well. One certainly would not want to be creating a role for each salesperson, re-deploying the model, and then assigning each salesperson to their respective role as we did in Scenario 1. Instead, this approach handles the security assignment dynamically with the USERNAME() function.

Stay tuned for Part 2 where we will look at a third scenario which is a bit more involved, with multiple users, multiple groups, multiple group memberships, and multiple geo-political regions.

About Todd: Todd Chittenden started his programming and reporting career with industrial maintenance applications in the late 1990’s. When SQL Server 2005 was introduced, he quickly became certified in Microsoft’s latest RDBMS technology and has added certifications over the years. He currently holds an MCSE in Business Intelligence . He has applied his knowledge of relational databases, data warehouses, business intelligence and analytics to a variety of projects for BlumShapiro since 2011. 

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