Access control in Power BI often starts with good intentions: make data available to the right people quickly. Over time, however, small shortcuts and unclear decisions turn access management into one of the biggest sources of security risk and operational confusion.
Most access control problems are not caused by missing features. They are caused by how permissions are granted, reused, and never revisited as Power BI adoption grows.
This article explains the most common Power BI access-control mistakes enterprises make and why they quietly undermine trust, security, and performance.
Why Access Control Breaks as Power BI Scales
In the early stages, access control is simple. A few users, a few reports, and direct permissions feel manageable.
As usage grows:
More users request access
More workspaces are created
Temporary permissions become permanent
Without structure, access rules become inconsistent and hard to explain.
Real-World Scenario: “Just Give Them Access”
A familiar situation in many organizations:
A user cannot see a report
Someone with admin rights adds them quickly
No one documents why or how
Weeks later, no one remembers who has access or whether they still need it. This is how security gaps slowly form.
Overusing Workspace-Level Permissions
Granting workspace-level access is convenient, but dangerous.
Common mistakes include:
Giving edit access when view access is enough
Adding users directly instead of using groups
Leaving temporary access in place indefinitely
Workspace permissions are powerful. Overusing them increases risk dramatically.
Confusing Report Access With Data Access
Many teams assume that if a user can see a report, they should be able to see all underlying data.
This leads to:
Report visibility and data visibility are separate concerns and must be treated differently.
Relying on RLS Alone
Row-Level Security is not a complete access control strategy.
Common misconceptions:
RLS replaces workspace permissions
RLS protects against all data exposure
RLS does not need regular review
In reality, RLS is one layer. When used without proper workspace and dataset controls, gaps appear.
Ignoring Group-Based Access
User-based permissions do not scale.
Problems with direct user access:
Group-based access aligns better with organizational structure and reduces manual errors.
Not Reviewing Access Regularly
Access granted once often stays forever.
Without periodic reviews:
Former employees retain access
Role changes are not reflected
Sensitive data exposure increases
Access control is not a one-time setup. It requires maintenance.
Advantages of Correct Access Control
When access is managed properly:
Disadvantages of Poor Access Management
When access control is neglected:
Data leaks become possible
Compliance risks increase
Troubleshooting access issues consumes time
Confidence in governance erodes
Summary
Common Power BI access control mistakes stem from convenience-driven decisions that do not scale. Overusing workspace permissions, confusing report access with data access, relying solely on RLS, ignoring group-based access, and failing to review permissions regularly all contribute to security and governance problems. A structured, regularly reviewed access strategy is essential for maintaining trust and control as Power BI adoption grows across the enterprise.