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How to Show All Project for the Web Data in Power BI
Question details
The user needs to display all business-wide project data in the Project for the Web Power BI app instead of only seeing projects assigned to their specific user account.
- Product
- Power BI / Project for the Web
- Device & OS
- not provided
- Scenario
- Attempting to generate tenant-wide or organization-wide reports using Project for the Web data connected to Power BI.
- Observed behavior
- The Power BI app currently restricts data visibility, only displaying projects where the signed-in user is an active member of the project team.
Verify that you have the necessary administrator or organization-wide viewing permissions in both Microsoft Dataverse and Power BI before attempting to modify dataset configurations.
Adjust Dataverse Access and Security Roles
Modifying your Dataverse access and security roles ensures that the Power BI dataset can pull and display tenant-wide project data without user-level restrictions.
Project for the Web data is stored in Microsoft Dataverse. By default, the Power BI template app may use Row-Level Security (RLS) or inherit Dataverse security roles that filter out projects not assigned to the viewing user. To see all projects, these permissions must be expanded.
Log in to the Microsoft Power Platform admin center using your administrator credentials.
Navigate to the 'Environments' tab, select your environment, go to 'Settings', and then 'Users + permissions'. Ensure your user account is assigned a security role with Organization-level read access to the Project tables.
Open the dataset in Power BI Desktop, navigate to the 'Modeling' tab, and click 'Manage roles' to ensure there are no restrictive RLS filters limiting visibility to 'CurrentUser()'.
Once permissions and roles are adjusted, republish the updated dataset from Power BI Desktop to your Power BI Service workspace.
Request Organization-Wide Reports from the Administrator
If you lack the necessary admin rights to modify datasets, requesting a custom report from your administrator is the safest and most efficient solution.
Consult the Microsoft Power BI Community
Seek advanced troubleshooting and custom app configuration advice directly from Microsoft Power BI experts if default permission changes do not resolve the issue.
Manage Exported Project Data with WPS Office
While Power BI handles complex Dataverse reporting, you can easily analyze, visualize, and share your exported project data using WPS Spreadsheet. It is a free, lightweight alternative to Microsoft Office that offers seamless formatting and a familiar interface.
- 1. Export Data from Power BI: Click the 'More options' (...) on your Power BI visual and select 'Export data' to save it as a CSV or Excel file.
- 2. Open with WPS Spreadsheet: Launch WPS Office and open your newly exported project data file to begin your analysis.
- 3. Analyze and Visualize: Utilize WPS Spreadsheet's pivot tables, advanced formulas, and built-in charts to easily track your business-wide project metrics.
Frequently Asked Questions
Why does my Project for the Web report only show my assigned projects?
By default, the Power BI app for Project for the Web is often configured with Row-Level Security (RLS) or specific Dataverse filters that restrict data visibility to projects where the signed-in user is an active team member.
Can I bypass user-level filtering in Power BI to see all projects?
Yes, if you have the appropriate administrative permissions, you can modify the dataset's security roles in Dataverse to grant organization-wide read access, or remove restrictive Row-Level Security filters using Power BI Desktop.
Where is Project for the Web data stored?
Project for the Web data is stored securely in Microsoft Dataverse. Connecting Power BI to this data requires the correct Dataverse read permissions and the appropriate environment URL.
