PL-100 Microsoft Power Platform App Maker – Create Power BI reports Part 3
September 9, 2023

5. 63. Share Power BI reports

In this video, we’re going to look at the many ways that you can share Power Bi reports. So for instance, let’s go into a particular report, and if I edit it, then you can see we’ve got all of these fields. So if I go back in the reading view, you can see that we’ve got Share. So share people in your organization with a link can view and share notice people in your organization. So you can’t share it outside of your company using this Share function.

Additionally, you need to have either power bi pro or power bi premium, as does the recipient. Alternatively, this report needs to be in a premium capacity, so that’s the one where the organization pays around $5,000 plus per month. Now, you can share it with people in your organization, so everybody people with existing access or specific people and notice these settings. So if I share it with person A, person A can share it with person B, person B can share it with person C. So that allows recipients to share this report so still inside the organization.

But if you want a bit more control, then you don’t use this. Additionally, allow recipients to build their own reports with this data. So what else can be done? Well, you can export it, you can export the report to PowerPoint PDF or Analyze in Excel. So with Analyze in Excel, then you can use your own reporting skills with the existing data.

So if I enable all of this and sign in if necessary, you can see that I have access to all of the fields and then I can create my own analysis. Additionally, I can embed this report onto SharePoint online, onto an internal website or portal, or onto an external public website. That does require quite a bit of work, and we don’t need to go into the details of that in this particular course. Another way of sharing a report is to share your workspace, so you can give people access to the workspace. So there could be admins members, contributors, or viewers, or additionally, you can create an app.

So an app in Power Bi terms is a selection of reports and dashboards and any associated data sets that go along with it. So you can see I can have particular reports or dashboards included in an app, and then this app is then available for others to be able to access it using their own Power Bi service logins. So there are lots of different ways of sharing Power Bi reports.

You can either create an app which will allow you to share reports and dashboards into one neat package, and then you can update the app later on and they will update other people’s views of apps, or you can go into the app itself and you can share it. You can export it to PowerPoint PDF, you can analyze it in Excel, or with more work, you can embed it into SharePoint online, onto an internal website or portal, or onto a public facing website.

6. 66. Add existing Power BI tile or dashboard to a model-driven dashboard

In the past few videos, we have created a report that we have uploaded to Power Bi service. We’ve uploaded it to a workspace other than default, my workspace. So I’m using Power bi Pro or Power bi Premium. So now I’ve got this report and this dashboard. We can now incorporate them into our Power apps. So if we go back back into make Powerapps. com and go into a solution, make sure you’re in the right environment. So I’ll go into my unmanaged solution. And first of all, we’ll go into a canvas app. So very straightforward to incorporate them into a Canvas app. All you have to do is just insert it just like any other control. So what I’m going to do is create a new screen and insert an element from Power Bi. So let’s create a new screen and I’ll go to insert and charts Power Bi tile. So this is a tile from a dashboard. So next we have to connect to the workspace.

So going to my overall workspace, my dashboard, and the particular tile. So there it is. So very easy to do. So notice it shared the tile dashboard from Power Bi so that people using this app will see the tile. So it isn’t the case that just because you have got permissions to use this canvas app, that you have permissions to see this particular tile. It doesn’t work like that. So you need special permissions. You need to share the Power Bi tile that you do in Power Bi. And we’ve seen how we can do this. Just go to, say, the dashboard and go to share. Now let’s say we wanted to share it in a model driven app. So let’s go and edit. And you can see that we’ve got these dashboards.

They don’t include any power bi dashboards. So what we’re going to do is add them. So in my solution, I’m going to go to new dashboard, Power Bi embedded. So what sort of thing are we wanting? Well, let’s do two. Let’s do a power bi report and a power bi dashboard. So I’m going to call this Power Bi report and select my workspace.

Notice that my workspace is not an option in this particular app. It was an option in the canvas app. But then you’ll get into problems later on. You should use in novel workspace. And then here we have my Power Bi report. Now, you’re probably wondering, what is this use environment variable. Well, this is there if you want to send Power Bi some information regarding the environment.

So you can set the display name, the description, the default workspace, and the default report value. However, only using this if you need Power Bi to know what environment you’re in. For instance, you might be in a development environment and you want Power Bi to react one way in that. And then you share the solution to a production environment. And then the Power Bi needs to know it’s in the production environment. So that’s great if that’s what you need. However, if it’s not what you need, if you do not need to update a value as you move to different environments, then don’t use it. It just adds complexity. So here is my Power Bi workspace and Power Bi visualization.

So you can see, I now have a Power Bi embedded dashboard. Now, even though it’s a report, it still calls itself a dashboard there. So don’t be misled. So I’m going to now add an actual Power Bi dashboard. So I’m going to call this Power Bi dashboard, and again I’m just going to select it. So I’ve now created a report and a dashboard. So now let’s use them in the model driven app. But before I do, I’m going to go back to solutions and publish all customizations. So I find that especially with Power Bi dashboards, I do have problems if I don’t do that. So very important.

So now everything’s being published, I go back into my solution and I go to my model driven app and let’s just have a look at it. So let’s edit it and we can see that. I have got these three dashboards checked, but let’s scroll down. I now have my Power Bi dashboard and Power Bi reports under new heading of Power Bi embedded dashboards. And you can use them just like any other dashboard. So what I’m going to do is save, publish, and then play our app. I’m doing no other changes. So I’m just going to expenses going to dashboard. And there’s a drop down.

And here we’ve got the Power Bi dashboard and the Power Bi report. So there’s the dashboard and there’s the report, and you can open in Power Bi. So that opens it in the Power Bi service. So in this video, we’ve had a look at how we can import elements from Power Bi service into our apps. So in the canvas app, it is just a control. You can import it using charts, power BIOS for the model driven apps. You can add them as dashboards. So you go to solution and you got a blue dashboard, Power Bi embedded and enter the details. And if you need to send Power Bi details of your environment, you can use an environment variable.

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