Power BI External Users and Data Security

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Power BI lets you share content directly with external users for B2B and B2C scenarios. When the benefits of this sharing option outweigh its limitations (read-only reports, requiring Azure AD federated access, per-user licensing, rendering the report inside Power BI), this is the easiest way to share Power BI content with an external party. However, the documentation, which is otherwise excellent, doesn’t explain the steps required to allow the external user to see only a subset of data when you have a dataset configured for data (RLS) security.

Granting access to an external user to a dataset configured for data security is like the proverbial chicken and egg problem. To grant access to the report, you need to share the report with the user, but you can’t add the user to the security role because the user is not provisioned yet. Hence, you’ll first share a non-sensitive report with the user before you share the actual report.

  1. Create an organizational workspace. I recommend you create a v2 workspace for the benefits I outlined in my “Power BI Sharing Is Getting Better” blog.
  2. In Power BI Desktop, import some sample data that is OK for the end user to see. Create a simple report for testing. A dataset is required because for some obscure reason, Power BI will prevent you from sharing an empty report that doesn’t have a dataset. Publish the Power BI Desktop file to powerbi.com.
  3. Share the non-sensitive report with the external user. At this point, if you examine the user account in Azure Active Directory in the Azure Portal (portal.azure.com), it will show that the user is invited.
  4. When the user gets the email, clicks the link, and navigates the prompts, the user will be eventually added to your tenant’s Active Directory and will show as Guest in the External Azure Active Directory source.
  5. Now you can assign a Power BI Pro license to this user in the Azure Portal. Remember that unless you are on Power BI Premium, any form of sharing requires a Power BI Pro license. One gotcha here is that the Azure Portal might refuse assigning a Power BI Pro license with the following error “License cannot be assigned to a user without a usage location specified.” To fix this horrible issue, go to Azure Active Directory (Users tab), click the external user, click Edit in the Settings section in the user profile, and then use the “Usage location” drop-down to select the country where the user is located.
  6. At this point, the external user is added to your tenant’s active directory and covered by Power BI Pro license. Next, publish the actual Power BI Desktop file with the sensitive report you want to share. This file should have a role that applies a row filter to one or more tables to enforce data security in a multi-tenant dataset. Once the file is published to powerbi.com, go to the dataset Security setting and add the external user to the role by typing the user’s email.
  7. The last step is to share the report with the external user.

    TIP: If you have a lot of external users, consider assigning them to a security group so you can grant access to the group instead of individual emails. Also, instead of sharing individual reports and dashboards, use Apps to grant access to the security groups. Note that as I explained in the “Power BI Sharing Is Getting Better” blog, currently you can’t assign viewers as members of the workspace. You must use either dashboard/report sharing or apps.

Prologika Newsletter Winter 2018

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Happy Holidays! I hope you’re enjoying this special time of the year. According to Gartner, “poor data quality is hitting organizations where it hurts – to the tune of $15 million as the average annual financial cost in 2017″. Data integration is another huge challenge, you know it and I know it. Microsoft hopes that Power BI dataflows will help data analysts tackle these issues and dataflows are the subject of this newsletter. But before I give you my opinion about this newcomer, I’m excited to announce the availability of the fourth edition of my “Applied Microsoft Power BI” book – the only Power BI book that it’s updated every year to keep it up with the ever-changing world of Power BI and the Microsoft Data Platform! The book is making slowly its way to the retailers and it should be available on Amazon in the first days of 2019.

What’s a dataflow?

I’m sure that by now you’ve heard about Power Query – a tool that is integrated with Power BI Desktop to help the data analyst clean and shape the data. The issue with the Power Query though is that it’s tightly coupled with Power BI Desktop while data integration challenges sometimes need to be solved at a larger scale. Think of dataflows as “Power Query in the Cloud”. Dataflows is to self-service BI what ETL is to Power BI pros.

A dataflow is a collection of Power Query queries, also known as entities, and it lives in a Power BI organizational workspace.

For example, if I want to stage data from Salesforce, I can create a dataflow with as many entities as Salesforce tables I want to stage. Unlike Power Query, which can only output to a table in a data model, a dataflow saves its output as a pair of a CSV file (data) and JSON file (metadata) in a Microsoft provided data lake store.

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So, for the BI pros who are familiar with SSIS projects for ETL, think of a dataflow as a project and queries as SSIS packages. Just like you can deploy an SSIS project and schedule it to run at a specific time, you can schedule a dataflow, and this will execute all its queries.

The Good

There is a lot to like about dataflows. I can think of two primary self-service scenarios that can benefit from dataflows:

  • Data staging – Many organizations implement operational data stores (ODS) and staging databases before the data is processed and loaded in a data warehouse. As a business user, you can use data-flows for a similar purpose. For example, one of our clients is a large insurance company that uses Microsoft Dynamics 365 for customer relationship management. Various data analysts create data models from the same CRM data, but they find that refreshing the CRM data is time consuming. Instead, they can create a dataflow to stage some CRM entities before importing them in Power BI Desktop. Even better, you could import the staged CRM data into a single dataset or in an organizational semantic model to multiple data copies and duplicating business logic.
  • Certified datasets – One way to improve data quality and promote better self-service BI is to prepare a set of certified common entities, such as Organization, Product, and Vendor. A data steward can be responsible for designing and managing these entities. Once in place, data analysts can import the certified entities in their data models.

There is a solid architecture, vision, and investments behind dataflows. You create dataflows using a tool that you’re already familiar with: Power Query. If you know Power Query, you know dataflows. Microsoft has provided the data lake storage and pricing is included in Power BI Pro/Power BI Premium. So, you have everything you need to get started with dataflows today. Ingesting the dataflow output is very fast too because you import CSV files.

The Bad

My blog on same subject started with positioning as I was left with the impression from watching the MS presentations that Microsoft encourages business users to consider dataflows for any data integration task, from data staging to loading data warehouses and even replacing data warehouses and ETL (heard that vibe before?) But Matthew Roche clarified that “dataflows don’t replace data warehouses and ETL any more than Power BI desktop replaces a full set of BI pro tools. Dataflows complement these pro tools, and enable users who are not BI pros to fill in more gaps in a BI solution, similar to other Power BI capabilities. Although dataflows mean that self-service users can do more without help, the same patterns still apply”.  So, consider this if you hear a different propaganda and use the right tool for task at hand.

You need Power BI Premium to realize the full potential of dataflows. For some obscure reason, features like linked and computed entities are not available in Power BI Pro. I wonder how many customers will feel pushed to go Power BI Premium as more and more features are only available there. I don’t mind scalability and performance related features but incremental refresh and linked entities?

Lastly, the CSV output is both a blessing and a curse. True, ingestion is fast, but text files are not a relational database. Business users can’t make direct changes to the staged data. Further, the only option is to import the dataflow output in Power BI as DirectQuery is not available for text files.

The Ugly

As dataflows stand today (in preview), you (almost) can’t access directly the output generated by dataflows. This precludes the continuum between self-service and organizational worlds. For example, IT might need to import a certified dataset into a data warehouse. But you can only connect to a dataflow in Power BI Desktop because the CSV files are not directly accessible. True, Power BI Premium lets you bring your own data lake storage (currently a preview feature), but a better option in my opinion was to provide access to the raw data in both Power BI Pro and Premium given that this is your data lake and your data.

Expression-based Formatting in Power BI

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If you have used SSRS, you know that paginated reports are very customizable, and you can make almost any property expression-based. Power BI is yet to deliver expression-based properties to change settings based on runtime condition, such as to change the font style based on the actual value or user selection. Currently, there are two places where you can use a DAX measure for expression-based formatting of colors:

Conditional formatting

You can use a DAX measure to change the fore color or background color when you apply conditional formatting to cells in Table and Matrix reports. To do so, when you configure the conditional formatting settings, choose the Field Value option. In the following report, I used a DAX measure to format the TaxAmount field with the following formula:

TaxColor = SWITCH(TRUE(), SUM(ResellerSales[TaxAmt])> 100000, “Red”, SUM(ResellerSales[TaxAmt])>50000,”Yellow”, SUM(ResellerSales[TaxAmt])>10000,”Green”, BLANK())

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Although the measure defines three bands of colors, which you can do by just using rules, it can also check additional runtime conditions, such as what field is used on the report or what value the user has selected in a slicer. You can also specify custom colors by using the hex triplet notation, such as #00AA09.

Chart data colors

Some charts with single data series, such as column and bar charts, support “Advanced controls” in the “Data colors” section of the Format tab in the Visualizations pane. This link brings you to the same window that you use to configure conditional formatting and you can use the “Field value” option to choose a DAX measure.

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Are You Modern Yet?

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If you’re a BI architect responsible for designing Azure-based cloud BI solutions and you’re not following the James Serra’s blog, you’re missing a lot. Previously an independent consultant and MVP, James works now as a Big Data/Data Warehouse Evangelist at Microsoft. I can’t agree more with his latest blog “Should I load structured data into my data lake?”

We’ve heard a lot lately about what the “modern” data warehouse architecture should look like from Microsoft and other vendors. Here is the diagram taken from, you guessed it, the Microsoft Modern Data Warehouse page.

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The problem is that many organizations take this diagram verbatim when it makes sense and when it doesn’t. For example, a client exports data from on-premises relational databases to text files in Azure Data Lake, only to load it later in a cloud data warehouse. To my observation that this is redundant and pointless, they answered that I shouldn’t deemphasize the “whole Big Data” architecture should one day their users decide to do machine learning. To my observation that should this moment arrive, data scientists will benefit more if the data is readily accessible in a relational database, they said that it contradicts what Microsoft recommended.

Of course, this “modern” architecture makes a lot of sense to the vendor (it’s a nice and perpetual revenue stream) or the consulting partner (the more stuff, the higher the bill) but more than likely is an overkill for you. Here are the most common issues I see organizations making on their BI journey to the cloud:

  1. Excessive data movement – The more you move the data, the more problems. You know it and I know it. Data quality issues, latency, maintenance and endless troubleshooting, etc. In another case, I saw a Cosmos DB sneaked in between, just in case there is too much structure in the source data.
  2. Architecture “gold plating” – A classic example, which the diagram perpetuates, is Azure SQL Data Warehouse. If you have a few million rows of data in your data center, would you buy Teradata? Of course, you wouldn’t! Now, just because you can afford the monthly premium for Azure SQL Data Warehouse, why would you go for an MPP platform? Not to mention that more than likely you’d have to redo your entire ETL if you are migrating from premises as there is still no T-SQL parity. I wouldn’t even consider Azure SQL Data Warehouse for workloads less than 1 TB. And not even then because a semantic model will probably do the heavy lifting. And on ETL, where Microsoft recommends ADF, read my thoughts on it here.
  3. Migrating to the cloud to save cost – No vendor would let its cloud (or whatever) alternative cannibalize another offering. For me, your primary goal for migrating to the cloud should be not cost savings but reliability and convenience. Try to get your IT department to promise SLA or promise anything for that matter. Or provision a VM in minutes? Cost alone, more than likely you’ll spend more moving to the cloud, especially if you go PaaS. For example, a client found that their bill went up astronomically because each BI PaaS offering (Database Engine, Analysis Services, ETL, Power BI) has its own pricing compared to covering all of these with a single SQL Server EE license in their data center. The “modern” architecture above could easily run $50,000/mo which is what a perpetual SQL Server EE license will cost you but over years.

They asked a famous writer one day when he knows that the manuscript is done, and he said when there is nothing more to take out. This principle should apply to BI architectures too. What can you take out to meet the business requirements without overcomplicating? It does cost a lot to be “modern”.

Atlanta MS BI and Power BI Group Meeting on December 3th

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MS BI fans, join us for the next Atlanta MS BI and Power BI Group meeting on December 3th, Tuesday at 6:30 PM at the Microsoft office in Alpharetta. I will discuss Power BI dataflows. A3 will sponsor the event. For more details, visit our group page and don’t forget to RSVP (use the RSVP survey on the main page) if you’re planning to attend.

Presentation:Understanding Power BI Dataflows
Date:December 3, 2018, Monday
Time6:30 – 8:30 PM ET
Place:Microsoft Office (Alpharetta)

8000 Avalon Boulevard Suite 900
Alpharetta, GA 30009

Overview:If you’re a business user, you might know about Microsoft Flow. If you’re a BI pro, you might have used the SSIS Control Flow and Data Flow. But do you know about the Power BI dataflow? Data preparation is often the most labor-intensive component of an analytics project and getting this right is vital if the results are to be accurate. While the growth of self-service BI has empowered users to answer important questions, ensuring well managed data is available to all employees remains one of businesses biggest challenges. Requiring no additional cost, dataflows are a building block of the Power BI ecosystem, providing a no-code/low-code approach using Power Query to create curated datasets that can be easily consumed by business analysts. Attend this presentation and you’ll learn:

  • How to stage data with dataflows
  • How dataflows can be used to create curated datasets
  • How dataflows can be created with the click of a button, ingesting data from many well knows SAAS solution, such as Dynamics and Salesforce
  • More advanced integration scenarios with Power BI Premium
Speaker:Through his Atlanta-based company Prologika (https://prologika.com), a Microsoft Gold Partner in Data Analytics, Teo Lachev helps organizations make sense of their most valuable asset: their data. His strategy formulation, trusted advisory and mentoring, design and implementation services empower clients to apply effectively data analytics in order to understand, improve, and transform their business processes. Teo has authored and co-authored several bestselling books on organizational and self-service data analytics, and he has been leading the Atlanta Microsoft BI and Power BI group since he founded it in 2010. Teo has been a Microsoft Most Valued Professional (MVP) Data Platform since 2004.
Sponsor:A3 Solutions is the developer of A3 Modeling. Empower your finance team with the only tool that supercharges end-user Excel into Enterprise Excel. Why incur the risk and cost to replace your Excel models? Just add A3! The San Francisco-based company’s product is in use at some of the world’s largest manufacturers, financial firms and retailers including Honda Manufacturing, Williams Sonoma, T.Rowe Price, and Fox TV, in addition to many mid-sized organizations. http://www.a3solutions.com/
Prototypes with Pizza“New relationship view, paginated reports, and filter pane” by Teo Lachev


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Dataflows: The Good, the Bad, the Ugly

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This blog is an update of my previous blog “Common Data Service for Analytics: The Good, the Bad, the Ugly“. Things have changed in the past 6 months. The Common Data Service for Analytics is no more. It got superseded by Power BI dataflows, which Microsoft officially introduced at the PASS Summit last week.

Think of dataflows as “Power Query in the Cloud”. Dataflows is to self-service BI what ETL is to Power BI pros.

A dataflow is a collection of Power Query queries, also known as entities, and it lives in a Power BI organizational workspace. For example, if I want to stage data from Salesforce, I can create a dataflow with as many entities as Salesforce tables I want to stage. Unlike Power Query, which can only output to a table in a data model, a dataflow saves its output as a pair of a CSV file (data) and JSON file (metadata) in Azure Data Lake Store (ADLS).

111718_0237_DataflowsTh1.png

The Good

There is a lot to like about dataflows. I can think of two primary self-service scenarios that can benefit from dataflows:

  • Data staging – Many organizations implement operational data stores (ODS) and staging databases before the data is processed and loaded in a data warehouse. As a business user, you can use data-flows for a similar purpose. For example, one of our clients is a large insurance company that uses Microsoft Dynamics 365 for customer relationship management. Various data analysts create data models from the same CRM data, but they find that refreshing the CRM data is time consuming. Instead, they can create a dataflow to stage some CRM entities before importing them in Power BI Desktop. Even better, you could import the staged CRM data into a single dataset or in an organizational semantic model to multiple data copies and duplicating business logic.
  • Certified datasets – One way to improve data quality and promote better self-service BI is to prepare a set of certified common entities, such as Organization, Product, and Vendor. A data steward can be responsible for designing and managing these entities. Once in place, data analysts can import the certified entities in their data models.

There is a solid architecture, vision, and investments behind dataflows. You create dataflows using a tool that you’re already familiar with: Power Query. If you know Power Query, you know dataflows. Microsoft has provided the data lake storage and pricing is included in Power BI Pro/Power BI Premium. So, you have everything you need to get started with dataflows today. Ingesting the dataflow output is very fast too because you import CSV files.

The Bad

Let’s start with positioning. I’ve heard Microsoft position dataflows for any data integration task, from data staging to loading data warehouses and even replacing data warehouses and ETL (heard that vibe before?) I’ve seen business users doing impressive things with Power BI. But I’ve seen them also attempting to implement organizational solutions that collapse from their own weight. Dataflows are not an exception and I don’t think it’s a business user’s job to tackle ambitious data integration tasks.

You need Power BI Premium to realize the full potential of dataflows. For some obscure reason, features like linked and computed entities are not available in Power BI Pro. I wonder how many customers will feel pushed to go Power BI Premium as more and more features are only available there. I don’t mind scalability and performance related features but incremental refresh and linked entities?

The CSV output is both a blessing and a curse. True, ingestion is fast but text files are not a relational database. For example, the only option is to import the dataflow output in Power BI as DirectQuery is not available for text files.

The Ugly

You (almost) can’t access directly the output generated by dataflows. This precludes the continuum between self-service and organizational worlds. For example, IT might need to import a certified dataset into a data warehouse. But you can only connect to a dataflow in Power BI Desktop because the CSV files are not accessible. Power BI Premium will let you bring your own data lake storage in near future but a better option in my opinion was to provide access to the raw data in both Power BI Pro and Premium given that this is your data lake and your data.

Atlanta MS BI and Power BI Group Meeting on October 30

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MS BI fans, join us for the next Atlanta MS BI and Power BI Group meeting on October 30th, Tuesday at 6:30 PM at the Microsoft office in Alpharetta. Neal Waterstreet will tackle the important and pervasive issue of bad data quality. ZAP BI will sponsor the event. And your humble correspondent will introduce you to Power BI Home and data profiling. For more details, visit our group page and don’t forget to RSVP (use the RSVP survey on the main page) if you’re planning to attend.

Presentation:Data Quality – Plain and Simple
Date:October 30, 2018, Tuesday
Time6:30 – 8:30 PM ET
Place:Microsoft Office (Alpharetta)

8000 Avalon Boulevard Suite 900
Alpharetta, GA 30009

 

Overview:Data quality is a subject that comes up repeatedly in many organizations. Most executives are concerned about the quality of the information used in their decisions. We talk about “good data” and “bad data” but what do those terms mean? In this presentation, we will first define what data quality is and look at how to measure it with data quality dimensions. Then, we’ll explore common causes for data quality issues and how to perform a data quality assessment. Finally, we’ll review the results and discuss some strategies and tools that can help improve the quality of the data in your organization.
Speaker:Neal Waterstreet is a BI Architect/Consultant with Prologika (https://prologika.com) ad he has more than 20 years of industry experience. Neal is skilled in the entire BI spectrum, including dimensional modeling, ETL design and development using Integration Services (SSIS), designing and developing multidimensional cubes and Tabular models using Analysis Services (SSAS) and Master Data Management using Microsoft Data Services (MDS). He’s also involved with the database community with the Atlanta BI and Power BI User Group and the Atlanta Modern Excel User Group.
Sponsor:ZAP’s mission is clear: to connect your business with data. Game-changing insight that impacts business performance only happens when you analyze data by business process or team objective, as opposed to by file type or IT system. This is what ZAP enables. https://www.zapbi.com/
Prototypes with Pizza“Power BI Home and data profiling” by Teo Lachev


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Power BI Release Notes

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Want to know what Power BI features are in the works and when they will be released? My “Power BI Features Report” showed you how to find what features were released over time so it’s retrospective. On the other hand, Business Applications Release Notes are forward looking. For example, the October release notes for BI go all the way to March 2019. The release notes are for all business apps (not just Power BI): Dynamics, BI, PowerApps, Flow, AI, and others. There is also a change log.

Taking the Most Out of Linked Servers

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What’s the first thing that comes to mind when you hear “linked server”? Performance issues or a snail image, right? Many developers don’t like linked servers because they are “slow” although they rarely bother to investigate the underling issue, much less to fix it.

Linked servers are a very useful and commonly used feature of SQL Server. They allow SQL Server to query external data sources, such as Oracle and DB2, and to present these data sources as SQL Servers to upstream systems. A query that involves a linked server is called a distributed query. The most common issue with a distributed query is that it doesn’t “remote”. In other words, while you expect the entire query (or parts of it) to be executed on the remote server, SQL Server downloads the data locally and then performs filters or joins. This could be very expensive with large tables,  hence the DQ notoriety. Conor Cunningham (Partner Software Architect, SQL Server Engine at Microsoft) covered this topic very well in his “Distributed Query Deep Dive” presentation a while back. I just want to add a few tips and tricks harvested from a recent project.

ETL developers typically implement incremental extraction to reduce data movement between systems. It’s a best practice. For example, when loading sales transactions, the query might ask for data since the last date the data was captured in the data warehouse. Here is what the distributed query might look like (note that 4-part reference notation):

select <columns> from [<linkedserver>].[<database>].[<schema>].[<table>] WHERE InvoiceDate>=‘2018-10-20’

Unfortunately, as simple this query is, it won’t remote as you can witness by the performance degradation and the query plan (the screenshot below uses Live Statistics):

Starting from right to left, we can see that the remote query fetches all rows from the target table before it applies the filter. In fact, unless you tweak the linked server properties, this query won’t remote if it filters on any type of column, not just date. However, you might be able to get a query with filters on other data types (except date) to remote if you set Collation Compatible to True on the linked server properties in SSMS, assuming of course that SQL Server and remote server use the same collation.

EXEC master.dbo.sp_serveroption @server=N'<linkedserver’, @optname=N’collation compatible’, @optvalue=N’true’

What’s so special about dates that prevents SQL Server from remoting them? Historically, date remoting was not done because of potential issues like different time zones and clock skews between the two servers. Unfortunately, SQL Server doesn’t give the developer the latitude to ignore such issues and force a distributed query to remote (I’ve tried many permutations of passing the date parameter with no luck). You can check the OLE DB Provider properties by enabling the OLEDB Provider Information event in the SQL Server Profiler to see if the provider implements SQLPROP_DATELITERALS. In my case, both the Oracle OLE DB Provider and Microsoft OLEDB Provider for DB2 didn’t implement this feature and I discovered this by the following property in the event results:

<DateLiteralsSupport>0</DateLiteralsSupport>

So, the only way to remote the query was to convert it from a distributed query to a pass-through the query either using OPENQUERY or EXEC AT.

select <column list> FROM OPENQUERY(<linkedserver>, ‘SELECT * from <database>.<schema>.<table> where INVDT >= ”2018-10-20”’)

EXEC (‘SELECT TOP 10 * FROM <database>.<schema>.<table> where INVDT >=?‘, ‘2018-10-20’) AT <linked server>

The advantage of the EXEC AT method is that the query can be more than 8,000 characters and you don’t have to concatenate parameters. This method requires that you first set the RPC and ‘RPC Out” properties of the linked server to True.

exec sp_serveroption @server='<linkedserver>’, @optname=’rpc’, @optvalue=’true’

exec sp_serveroption @server='<linkedserver>’, @optname=’rpc out’, @optvalue=’true’

This blog discussed some reasons why SQL Server might not remote even simple distributed queries. I recommended Microsoft make linked servers more flexible to support such common scenarios. It will be interesting to see how the forthcoming SQL Server 2019 external tables that use PolyBase will play out. They are expected to be more optimized for throughput than for OLTP operations. So, for OLAP queries we may get better performance in comparison with linked servers.

Power BI Data Profiling

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You know it and I know it. Data quality is a BIG problem that reduces the business value of BI. ETL practitioners will probably recall that SSIS includes a comprehensive Data Profiling Task but it is somewhat difficult to set up, especially if you wanted to profile multiple tables. It saves the results in an xml file and then you could use the Data Profile Viewer to visualize the results.

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Can we do something like this in Power BI? Starting with Power BI Desktop (October 2018) release you can. Well, sort of. Once you enable the column profiling preview feature, open the query behind any table and enable these options in the View ribbon.

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You’ll get basic statistics showing the percentages of Valid, Error, and Empty values out of the sample size (the first 1,000 values). Here are definitions of these categories:

  • Valid – Non-Error and Non-Empty values out of the sample size
  • Error – Values with errors
  • Empty – Empty values

Below you get a column chart (not shown in the screenshot) that shows the distribution of the sample size, but unfortunately it doesn’t show the actual values. That’s all data profiling you get for now. Here is what it will take to make Power BI data profiling a killer feature:

  1. Allow data profiling over all the values (understandably there will be performance impact).
  2. Add more aggregates, such as Min/Max/Std/Median.
  3. The ability to dynamically filter the preview data for the selected bar in the profile.