BI Administration, Data Security, Microsoft Certification, PL-300, Power BI

Configure Row-Level Security Group Membership (PL-300 Exam Prep)

 
This post is a part of the PL-300: Microsoft Power BI Data Analyst Exam Prep Hub; and this topic falls under these sections:
Manage and secure Power BI (15–20%)
   --> Secure and govern Power BI items
      --> Configure Row-Level Security Group Membership

Note that there are 10 practice questions (with answers and explanations) at the end of each topic. Also, there are 2 practice tests with 60 questions each available on the hub below all the exam topics.

Overview

Configuring Row-Level Security (RLS) group membership is a key governance and scalability topic within the “Manage and secure Power BI (15–20%)” domain of the PL-300: Microsoft Power BI Data Analyst certification exam. This topic builds on basic RLS concepts and focuses on how users are assigned to RLS roles, with an emphasis on using Microsoft Entra ID (Azure AD) security groups instead of individual users.

For the exam, you should understand where RLS roles are defined, where group membership is configured, how group-based RLS behaves, and why it is considered a best practice.

What Is RLS Group Membership?

RLS group membership refers to assigning security groups (rather than individual users) to Row-Level Security roles in a Power BI semantic model. Any user who is a member of the group automatically inherits the data access defined by the role.

This approach:

  • Improves scalability
  • Simplifies administration
  • Aligns with enterprise security standards
  • Reduces ongoing maintenance

Exam Focus: The PL-300 exam strongly favors group-based RLS as the recommended approach.

Where RLS Group Membership Is Configured

Understanding where actions occur is frequently tested.

Power BI Desktop

  • Create RLS roles
  • Define DAX filter expressions
  • No users or groups are assigned here

Power BI Service

  • Assign users or security groups to RLS roles
  • Manage role membership after publishing

Key Distinction:

  • Roles and filters → Desktop
  • Users and groups → Service

Why Use Security Groups for RLS?

Benefits of Group-Based RLS

  • Centralized identity management
    Groups are managed in Microsoft Entra ID, not Power BI.
  • Automatic access updates
    Adding or removing users from a group instantly updates data access.
  • Reduced administrative effort
    No need to modify RLS settings when staff changes.
  • Auditability and compliance
    Easier to review who has access and why.

Exam Tip: If a question asks for the most scalable or best practice approach, choose security groups.

Types of Groups Used in RLS

Supported Group Types

  • Microsoft Entra ID security groups (recommended)
  • Mail-enabled security groups

Not Recommended / Not Supported

  • Distribution lists (not ideal for security)
  • Microsoft 365 groups (not designed for RLS scenarios)

PL-300 Expectation: Know that security groups are the preferred option for RLS role membership.

Assigning Groups to RLS Roles

Step-by-Step (Power BI Service)

  1. Publish the semantic model from Power BI Desktop
  2. In the Power BI Service, open the semantic model
  3. Select Security
  4. Choose an RLS role
  5. Add one or more security groups
  6. Save changes

Once assigned, all group members inherit the role’s data filters.

Group Membership and Dynamic RLS

Group membership is often combined with dynamic RLS for maximum flexibility.

Common Pattern

  • RLS role contains a dynamic filter using USERPRINCIPALNAME()
  • A mapping table links users to business entities (e.g., region, department)
  • A security group controls who is subject to that role

This pattern:

  • Minimizes the number of roles
  • Supports large organizations
  • Separates identity management from data logic

How Group-Based RLS Is Evaluated

When a user opens a report:

  1. Power BI identifies the user’s Entra ID group memberships
  2. The user is matched to assigned RLS roles
  3. The union of all applicable role filters is applied
  4. Only authorized rows are returned

Important Exam Concept:
Users in multiple roles see the combined (union) of allowed data—not the most restrictive set.

Testing Group-Based RLS

In Power BI Desktop

  • Use View as
  • Test role logic only (group membership is not evaluated here)

In Power BI Service

  • Use View as role
  • Or test by signing in as a user who belongs to the group

Exam Awareness: Group membership itself cannot be fully tested in Desktop—only in the Service.

Common Pitfalls (Exam-Relevant)

  • Assigning individual users instead of groups
  • Expecting RLS to apply before publishing
  • Forgetting that group membership changes happen outside Power BI
  • Confusing workspace roles with RLS roles
  • Assuming admins bypass RLS automatically

RLS Group Membership vs Workspace Roles

FeatureWorkspace RolesRLS Group Membership
Controls content access✅❌
Controls data visibility❌✅
Uses Entra ID groups✅✅
Defined in Desktop❌❌
Assigned in Service✅✅

PL-300 Focus: These are complementary—not interchangeable—security mechanisms.

Governance and Best Practices

  • Always prefer security groups over individuals
  • Use clear, business-aligned group names
  • Keep RLS logic simple and documented
  • Coordinate with identity administrators
  • Review group membership regularly

Common Exam Scenarios

You may be asked to identify:

  • The best way to manage RLS for hundreds of users
  • Why a user gained or lost data access without a model change
  • Where to update access when an employee changes roles
  • How group membership impacts RLS evaluation

Key Takeaways for the PL-300 Exam

  • RLS roles are defined in Power BI Desktop
  • Group membership is configured in the Power BI Service
  • Microsoft Entra ID security groups are the recommended approach
  • Group-based RLS improves scalability and governance
  • Users see the union of all assigned RLS roles
  • RLS applies to all reports and apps using the semantic model

Practice Questions

Go to the Practice Questions for this topic.

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