How to Publish and Share Power BI Dashboards Securely?

One of the hardest things you'll have to do if you're taking a Power BI course in Noida or Power BI training in Delhi is learn how to safely publish and distribute dashboards.

Power BI is a powerful tool that lets businesses turn raw data into useful information that can be interacted with.

But with a lot of freedom comes the duty to make sure that these dashboards are shared in a safe and legal way.

Dashboards often have private company information in today's data-driven society. You need to know the best ways to publish securely with Power BI, no matter how new or experienced you are.

In this blog, we'll show you how to publish dashboards, manage who can see them, and make sure that only the proper people can see your reports.

When companies work with data, not everyone who works for them or with them should be able to see all of it. For example, a sales team. 

Sharing dashboards without the right permissions can lead to data leaks, compliance problems, or even the wrong use of information.

Microsoft Power BI has built-in tools for governance, authentication, and permissions that make it safe to share data. 

But you have to know the technique inside and out to use them correctly.

Step 1: Getting Your Dashboard Ready to Go Live

Check that your dashboard is ready to be shared before you do so:

• Make your data clean: Get rid of any sensitive columns that the dashboard doesn't need.
• Put pictures in order: Make sure that your audience can easily understand and relate to the charts and KPIs.
• Check for accuracy: Check your filters and calculations again.
• How well the test worked: Heavy searches on dashboards can make it harder for people to share or get to them.

Tip: In a work situation, those who have attended a Power BI Training in Delhi are usually told to do a sensitivity assessment of their reports before they publish them.

Step 2: Different Ways to Put Dashboards on Power BI

1. Send to Power BI Service

You may publish your dashboard to the Power BI Service after it's ready in Power BI Desktop. 

This makes it available through the cloud, which lets people in your business work together safely.

2. Publish to the Web (Not a Good Idea for Sensitive Data)

This option makes a public URL that you may use to publish your dashboard, but it's not safe because anyone with the link can see it. Businesses shouldn't do this with private company data.

3. Putting it into Apps or SharePoint

You may add dashboards to Microsoft Teams, SharePoint, or even your own apps. This method lets you define access levels for your company, so only certain users may see the content.

4. Sharing Power BI on Mobile

You can also share dashboards through the Power BI mobile app, which requires a secure sign-in. This is helpful for CEOs who need to be able to get to things quickly.

Step 3: Using Power BI's security features to control who can get in

Power BI has several levels of security that let you decide who can see your dashboard:

• Row-Level Security (RLS): Limits who can see certain rows of data based on who they are. For instance, only salespeople in their area will be able to examine data.
• App Workspaces: Work with your colleagues in safe locations.
• Role Assignments: Give people roles like admin, member, contributor, or watcher, and give them certain access.
• Azure Active Directory (Azure AD) makes it possible for users to log in securely with authentication, single sign-on (SSO), and multi-factor authentication (MFA).

These features are especially helpful in big companies where sensitive dashboards need to be divided up by role.

Step 4: Best Ways to Share Dashboards Safely 

1. Use Groups and Roles

Don't share dashboards with more than one person at a time. Instead, put users into groups and control access as a group.

2. Limit the rights to print and export

Don't let those who shouldn't be able to export or print sensitive data from dashboards do so.

3. Turn on sensitivity labels

Power BI works with Microsoft Information Protection to add sensitivity labels like "Confidential" or "Internal Use Only."

4. Check and keep an eye on activity

Admins can look at the activity logs on the dashboard to see who viewed or changed reports. This helps keep everything in line and find strange behavior.

5. Teach Your Teams

It's not just about technology when it comes to safety; it's also about being alert.

Encourage teams to take structured courses like the Power BI Course in Noida or the Power BI Training in Delhi to understand how to use dashboards safely.

Step 5: Finding a balance between security and access

When you publish dashboards, you constantly have to find a balance:

• Data leaks can happen when access is too open.
• Access that is too limited could stop people from working together.

The idea is to show the appropriate people the correct amount of information at the right moment. This is when Power BI's governance tools come in handy.

Q1: Is it safe for me to share dashboards with people outside of my company?

Yes, you can let people outside your organization see your dashboards with Power BI Service by giving them guest access in Azure Active Directory. 

You should always limit rights and use sensitivity labels before doing this, however.

Q2: What happens when I click "Publish to Web"?

This makes the internet accessible to everyone. It's only good for reports that aren't sensitive, like dashboards for schools or statistics for marketing. This is not a good idea for business use.

Q3: How do I make sure that only some employees can see particular data?

By using Row-Level Security (RLS) regulations. For example, an HR dashboard might only let certain departments see personnel records.

Q4: Do I need more training to keep the dashboard safe?

You don't need to know much to share files, but to set up additional security features like RLS and sensitivity labeling, you need to know more. 

That's why professional training programs like the Power BI training in Dehradun are useful.

• Utilize Conditional Access Policies

Set login limits based on whether a device is compliant or where it is located.

• Use Multi-Factor Authentication (MFA)

Add an extra layer of security to keep anyone from logging in without permission.

• Connect with Data Loss Prevention (DLP) Policies

Don't let sensitive data be duplicated or sent outside of the system.

• Use Premium Capacity

Power BI Premium makes secure sharing easier by giving you better governance, more space for your datasets, and dedicated cloud resources.

It's not just a technical challenge to publish and share dashboards in Power BI safely; it's also a business need. 

You can make sure that your insights get to the proper people without giving out private information by carefully setting up your dashboards, utilizing the right publishing strategy, and employing Power BI's security capabilities.

Structured training is quite helpful if you're new to Power BI or want to improve your professional skills. 

Power BI training in Dehradun and Power BI Online Training in India teach not only the basics of making dashboards but also more complex topics like governance, compliance, and secure sharing.

Keep in mind that everyone is responsible for security. You can get the most out of Power BI while keeping your company's data safe if you know how to use it.