Conditional formatting for different members

[Cookistador]

Hello everyone,

I need to build a report for an internal team with different users.

The idea is to help the people visualize the actions they have to perform. Behind the data, there is a SharePoint list. At the top of this list, an app has been built in which the users must approve some workflows. However, they would like to have a summary of which actions are awaiting their attention.

So, to simplify the case, there are currently 3 levels (4 in a few weeks), and each team has different actions to perform depending on the step in which the workflow is.

Of course, many workflows can and will occur simultaneously (+/- 50). To help you better understand the use case, here are some screenshots:

Workflow rules:

Data model:

As you can see, for each step, the department has different actions to perform. For each action, I would have to put in place conditional formatting.

For Step 1, employees will have a line with a warning code color, managers with “NA,” and directors with “FYI.” And, of course, depending on the team they are in, they won’t see the same items.

Directors will see all items, managers will see items from their team, and employees will see items for which they are stakeholders.

The approach I see would be to create the same report with 4 pages (one for each team) and another main page (with shortcuts for each page) and implement a Row-Level Security (RLS).

So, if an employee clicks on the manager, due to the RLS, they will see an empty report.

If a manager needs to work on a workflow from another team, they will be able to see the items on which they are stakeholders. Alternatively, by switching to the manager page, they will see all items for their team.

Do you see a better way to achieve that?

Many thanks in advance for your help! 😊

[v-jianpeng-msft · Accepted solution]

Hi, @Cookistador 

As you mentioned, what RLS is able to do is filter the data, displaying a blank report when a user (RLS) tries to access data that is not their permission. The correct step is to define roles and rules in Power BI Desktop. When you publish to Power BI, it also publishes the role definition. Then, in the Power BI service, you can add members to a role by typing the email address or name of the user or security group.
You can learn how to use it by following these steps first:

Row-level security (RLS) with Power BI - Microsoft Fabric | Microsoft Learn

How to Setup Row Level Security (RLS) in Microsoft Power BI (key2consulting.com)

And for your needs, I think you need to do some adjustment in your reports, For example: Hide the pages first, only qualified users can switch to the corresponding page through buttons or other methods.

Here are some examples:

Did you know you can now selectively show report pages for specific users in Power BI? - Reporting/A...

How to Navigate Pages Dynamically with RLS? - YouTube

How to Get Your Question Answered Quickly

If it does not help, please provide more details with your desired output and pbix file without privacy information (or some sample data) .

Best Regards

Jianpeng Li

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