These pages inform you on:

  • how to set up LUCS users and manage access to Power BI Data Warehouse.
  • how you connect your reports to a database via either manual or automated means.

(lightbulb) Power BI itself is supported by Microsoft. We highly recommend reading the official Power BI User Documentation by Microsoft as UI elements and procedures described below may change.
(lightbulb) After the permissions setup on this page head over to Data Evaluation Template Use page to see how to connect to the data source.

Data Warehouse Permissions

The following steps explain how to create a login to enable users to access the reporting database.

To add a creator to the Luware DWH (Data Warehouse) group in the DB:

  1. Create a user (may be created without UPN)

    Reporting - SQL User for Data Warehouse access

  2. Provide the rights for the viewer: 
    Web Configurator > Users > Agent/ Supervisor Roles > Reporting:

    1. Agent (to view the content of individual Agent-related tabs and data) 

    2. Service (to view the content of Service-related tabs and data)

    3. Customer (to see the individual Customer-related tabs and data ). 
      (info) Also read the related Historic Reporting introduction for an explanation on types of tasks and their data points.

      RBAC for Reporting Rights

  3. Execute Data Loader to push existing Reporting Data into the DB.

    SQL DataLoader Stored Procedure
  4. You may now head over to the Data Evaluation Template Use chapter and familiarize yourself with accessing the Reporting Data.

Grant permissions to standalone user

It might be advisable to have a standalone user for BI access (e.g. to not loose password / access permissions). To create a new "standalone" BI viewer account, you need to add it as viewer user with UPN:

  1. Access LUCS Configurator -> Users -> Users and add a new "viewer" user.
    (info) The UPN will be synchronized from Active Directory by the CIC component, if the user belongs to current Active Directory. When user belongs to another Active Directory, you need to enter UPN manually during the creation.

  2. Provide the rights for the new "viewer" user / service:: 
    Web Configurator > Users > Agent/ Supervisor Roles > Reporting:

    1. Agent (to view the content of Agent tabs) 

    2. Service (to view the content of Service tabs)

    3. Customer (to see the CustomerPath Report which can contain Agent and Service Tasks). 

  3. Within database → Execute data loader (Execute Stored Procedure)

    LUCS DB - Execute stored procedure to add reporting user data
  4. Your new user should now be able to access Reporting Data.

Accessing the Data via Template

(info) To access the database with your new Reporting DWH user, refer to the data evaluation template use

After setting up data access and permissions you may want to head over to Data Evaluation Template Use page and learn how to access and evaluate the data.

BI Users and Permissions

(tick) Precondition: The following users need to be set up in LUCS either with individual Role Based Access - RBAC permissions or managed as an AD group.

LUCS and Power BI Sync Users



LUCS Config


RBAC / RowLevelSecurity (RLS)

Power Config

Pro Licence needed

LUCS Supervisor Licence needed


Managing the Workspace at 

Not required as LUCS user

Not required as LUCS user

RLS is working according to LUCS RBAC configuration

No action required.

If this user shall also act as a reporting user → Refer to user 3..x Row Level Security Settings.

(tick) Yes

(tick) Yes

Mirrored user for LUCS /

  • LUCS Power BI Data Access User
  • Power BI Data Source Credentials

(lightbulb) User "sees" and uploads all the Data to according to his "RBAC" incl. the RLS for the Reporting Users

Must be added as a LUCS User and RBAC configured

(info) This user needs RBAC Reporting access to all data potentially filtered later for users 4...x.

  • Added to DB (user or per AD Group)
  • LUWAREReportingRole added

  • In LUCS
    • RBAC Configurator: all Users for Reporting must be configured with its "rights"
    • Access to all Organitzation units that need reporting
    • Viewing permissions limited either by Service, Agent or Customer Tasks


  • Added with same identifier (value) as configured in LUCS SQL DB
  • To enable users on a report, they must be added to the "Access" as Users or AD Group




Added from "User 1" as a "Viewer" of individualized Reports.

added as a User and RBAC configured

added to DB (user or per AD Group)
and LUWAREReportingRole added

Same configuration as User 2

(warning) Cannot access more data than limited for User 2  (which defines the base data for all 3..x) 

  • User or AD Group must be added to the "Row Level Security" Settings

(info) See detail steps below

(tick) Yes

(tick) Yes

(question) When is the Power BI Gateway needed? 

You might need a data gateway if your data sources are behind a firewall, require a VPN, or are on virtual networks. → Refer to the Microsoft Documentation.

Power BI Reporting Setup Steps

(tick) Precondition: These steps need to be done as User 1 (Reporting Workspace Manager / Admin)

Create Power BI Workspace 

  1. Log into your Power BI Pro Account (User 1)
  2. Go to "Workspaces"
  3. Click "Create a Workspace" and name it. (lightbulb)We will just call it "LUCS Reporting" in this example. You can of course pick any other name.
  4. Confirm the creation → New Workspace is shown

    New BI Workspace

Upload Reports via Power BI Desktop

  1. Open Power BI Client and the included Report Template
  2. In the Home Ribbon click on "Publish" → "Publish to Power BI"
    (lightbulb)In newer versions this Option might also appear in the "File" menu.
    (info) As your User 1 is already associated and logged into the BI account you can directly select your new "LUCS Reporting" Workspace
  3. Wait for the Report Upload to complete.

  4. The Report and the Dataset are now listed in your "LUCS Workspace" → You can continue with the next step.

    Uploaded BI Report

Grant Access to Reporting Users

  1. Open the "Access" menu
  2. Either Add individual members or User Groups according to your local AD
  3. Ensure that the permissions for all newly added users is set to "Viewer"

  4. Repeat these steps for all users that later need to access Reporting in a viewing role (e.g. Agents, Supervisors).
    (lightbulb) Refer to the Table above for the users. Note that 
    (lightbulb) User 2 can be exempt from this.
  5. Close the Access menu

Configure DataSet

(tick) Optional Requirement: A PowerBI Gateway needs to be configured at this point if you are working behind a firewall, require a VPN, or are on virtual networks. Refer to the Microsoft Documentation.

  1. Click on your DataSet context menu and select "Settings" → Datasets Tab Opens
  2. Unfold "Data Source Credentials" and select "Edit Credentials"
  3. Enter your LUCS Configured credentials for User 2 (Data Source Credentials) into the form.
  4. Unfold "Parameters" and enter the following information: 

    Database NameYour Azure Database
    LanguageLocale for the Date / Month descriptors
    MonthLimitHow many months back data is retrieved
    ServerNameYour LUCS server instance name

    Used to calculate Data offset for end of day calculations

    (lightbulb)  By default reporting data is stored with UTC0 offset

    VersionDB Version

    Parameters must be the same as in your configured BI Template via the "Home" Ribbon → "Transform Data" → "Parameters Section"

    (tick) Check with "Sign In" if the connection works, otherwise the next step will not work.

  5. Click "Apply" when done → The connection to the DB 
  6. Unfold "Scheduled Refresh" and set your times when the Report should update with new data.
    (lightbulb) You can configure up to 8 Refreshes per day.

Configure RowLevelSecurity

  1. Click on your DataSet context menu and select "Security" → Row-Level Security View opens
  2. Add users for Report viewing permissions for all users with a viewing role (e.g. Agents, Supervisors). 
    (lightbulb) User 2 can be exempt from this.

  3. Save and Close. → (tick) Your Report is now ready to share.

Share your Report

  1. In your "LUCS Reporting" Workspace
  2. Locate your "Report" 
  3. Click on the "Share" icon → "Share Report" view opens
    (lightbulb) All users with with viewing permissions should already be added from the earlier "Grant Access to Reporting Users"
    (lightbulb) Read the notes provided in the "Share" view closely as it instructs who can now see this report.

    This link is also used for the Reporting Dashboard of LUCS.

    Sharing a BI Report URL