In this chapter, we will discuss the Bookmarks in Power Bi Desktop, how to implement the Toggle button with the Bookmark feature, and how to implement report Tooltip in Power BI desktop.
Metrics to be Displayed in the Report
- To Display gross profit by year
- To Display gross profit by country
- To Display gross profit by product type
- To Display revenue, planned revenue and gross profit by year in Tabular format
- To Display revenue, planned revenue and gross profit by product type in Tabular format
1. To Display gross profit by year
- Drag and drop the clustered column chart from the visualizations pane to full fill this requirement.
- Drag and drop the year from fields pane to the axis field of clustered column chart and drag and drop the gross profit from fields pane into the value filed of a clustered column chart.
- To customize the chart, change the following format options from the format tab.
- To show the data labels turn the Data labels slider to On, then in the Display units drop-down, select the Millions to show the values as millions.
2. To Display gross profit by country
- Drag and drop the Treemap from the visualizations pane to full fill this requirement.
- Drag and drop retailer country from fields pane to the group field of treemap and drag and drop the gross profit from fields pane into the values filed of the treemap.
- To customize the treemap, change the following format options from the format tab.
- To show the data labels turn the Data labels slider to On, then in the Display units drop-down, select the Millions to show the values as millions.
3. To Display gross profit by product type
- Drag and drop the pie chart from the visualizations pane to full fill this requirement.
- Drag and drop product type from fields pane to the legend field of pie chart and drag and drop the gross profit from fields pane into the values filed of a pie chart.
4. To Display revenue, planned revenue and gross profit by year in Tabular format
- Drag and drop the table from the visualizations pane to full fill this requirement.
- Drag and drop year, revenue, planned revenue, and gross profit from fields pane into the values filed of the table.
- To customize the table format, change the following format options from the format tab.
- To change the table style, select the format section, and expand the Table Style card, then Style drop-down, select the table style whichever is needed.
5. To Display revenue, planned revenue and gross profit by product type in Tabular format
- Drag and drop the table from the visualization pane to full fill this requirement.
- Drag and drop product type, revenue, planned revenue, and gross profit from fields pane into values filed of the table.
- To customize the table format, change the following format options from the format tab.
- To change the table style, select the format section, and expand the Table Style card, then Style drop-down, select the table style whichever is needed.
Use Case : The customer wants to display different views on a page when you click on a button and show multiple metrics on a single tile.
Feature Requirements:
- Toggle between different visuals in a single page
- Report Page Tooltip
Create Bookmark in Power BI Desktop
- Add two textboxes from the home tab and name it as Tables and Visualizations.
- Import toggle button images from the home tab to implement a bookmark feature with a toggle button.
- To get the bookmarks pane and selection pane to go to view, check the bookmarks pane and selection pane.
- Click on the Add button to add the new bookmark.
- You will get the bookmark.
- Click on three dots you will get the options of the bookmark, then select rename and type Tables.
- Add another bookmark and rename it as Visualizations.
- Select the Tables to configure tables bookmark.
- Configure the tables bookmark.
- Select tables, then in the selection pane, click on the eye button to hide the visuals of graphical visualizations and toggle button images.
- Click on three dots then select an update to update the bookmark.
- Configure the visualizations bookmark.
- Select visualizations, then in the selection pane, click on the eye button to hide the visuals of tables and toggle button images.
- Click on three dots then click on Update to update the bookmark.
- Configure the Tables Toggle Button.
- Select the Toggle button image, turn the Action slider to On, in the format image section, then select type as a bookmark, and select bookmark as Visualizations
- Configure the Visualizations Toggle Button.
- Select the Toggle button image, turn the Action slider to On, in the format image section, then select type as a bookmark, and select bookmark as Tables.
- Arrange both the toggle button images one under another to feel like toggle button in the dashboard.
- Click on show all in the selection pane.
- After the arrangement of images, the toggle button shown in the below image.
- While clicking the toggle button, press the Control key in Power BI Desktop; there is no need to press the control key while clicking the toggle button in Power BI Online Services.
- When you click on the below button, you will get the tables.
- When you click on the below button, you will get the visualizations.
- Before you can create a tooltip, you need to enable the tooltip feature.
- To enable the tooltip feature, go to File -> Options and Settings. Then move to Options -> Preview Features. Finally, navigate to Power BI Desktop. Checkmark the checkbox beside the tooltips.
- You are required to restart the Power BI Desktop after making the changes to enable the preview of the report tooltips.
Note: To implement Report tooltip feature in Power BI Desktop install March 2018 (2.56) or later versions.
- Create a report tooltip page.
- First, create a report page with the help of the + button present at the bottom of the screen.
- A new template called Tooltip will be visible in the formatting pane. It will help you to view the report page canvas size.
- You need to modify the Page View to its original size to get a better view of the tooltip page.
- Now choose the View option from the top ribbon. Now go to Page View -> Actual Size.
- Choose the information card present on the Format page. You can provide the name in that particular field.
- Now you can easily create any visuals of your choice to be shown up in the tooltip.
- There is one Stacked bar chart present on the tooltip page. It also has two other values as Revenue and Planned Revenue with customized colors, to provide the look you wanted.
- Configure the automatic report tooltip.
- You need to turn on the Tooltip slider and then move to the Page Information card. There you can mark the page as a tooltip.
- For visuals in the report, to auto-enable the tooltip to drag the fields into the Tooltip fields bucket, so that the fields can be specified for all the reports appearing in the tooltip.
- When the mouse is hovering over the sections in the pie chart, it shows the product type and gross profit in normal visuals, as shown in the below image.
- But with the tooltip configured visual, when the mouse is hovering over the sections in the pie chart, it shows the tooltip as Revenue and Planned revenue to that particular product type, as shown in the below image.
- Manually setting a report tooltip.
- For setting up the tooltip manually, you can choose the visual of your own choice. Then navigate to visualizations pane, followed by format section. Expanding the tooltip card will show you the tooltip page as per the selected visual.
- When the mouse is hovering over the sections in the treemap, it shows the retailer country and gross profit in normal visuals, as shown in the below image.
- But with the tooltip configured visual, when the mouse is hovering over the sections in the treemap, it shows the tooltip as Revenue and Planned revenue to that particular country.
Microsoft Power BI is a reporting tool that is used for data visualization. It can connect to different data sources, produce reports, and publish them for various organizations. It brings data to life with complete visualization. This section provides detailed steps for publishing the reports/dashboard for the members of various organizations or specific individuals using the Apps Workspace.
For the benefit of the organization, we have tested the scenario and attached the screenshots of the sample data and the dashboard that comes in the app once it is published. This can be a potential use case to share the reports like monthly profit dashboards, quarterly results of the company, etc. with identified stakeholders.
Apps Workspace will act as a placeholder for published dashboards and reports. Apps are bound to App Workspace; that is, before you create an app, you have to have an app workspace. App Workspace is fairly similar to a group workspace.
- The App workspace has dashboards, reports, datasets, excels.
- Apps are the published version of whatever is inside of the workspace.
- Apps Workspace acts as a Potential Staging Environment for the apps.
- With Potential Staging Environment, we mean that you can modify the dashboards, and then the dashboards can be published to apps.
- After the apps are published, you can still make modifications to the existing dashboards in the apps workspace and can publish the updated app.
- You can manage the users as to who can view the apps.
Creating Apps
- Apps are a collection of reports dashboards and which are sent across to multiple organizations or a group of people or even to specific people.
- Earlier Organizational content Packs were being used for publishing. However, now Apps have replaced them.
- As you create the app in the apps workspace, you grant permissions on the dashboards.
Step 1: To Create the App Workspace, click on Create app workspace.
Step 2: Fill in the details for creating the apps workspace. You can add members to this workspace.
Private: Only approved members of the workspace can view the app.
Public: All members of the organization can view the app.
Members can be granted permission:
- View: Members can only view Power BI Content
- Edit: Members can edit Power BI Content
Step 3: Go to your Power BI Desktop Version and publish the report to Power BI Service.
Step 4: Select the destination to be published to:
Visit the report published by Power BI desktop in the Power BI Service and pin this report to the dashboard.
Publishing App
Go to Workspace -> The app workspace you created -> Click on Dashboards
Click on Publish App.
This will take you through certain steps:
- Fill in Details, Content, and Access
- And click on Finish to end publishing the app
This is the App Icon generated through App Workspace. On clicking the app icon user can view the dashboard.
The end-user/business user can install the app from Microsoft AppSource, or the admin/creator of the app can directly send the URL link to the app.
Updating the App
For any changes made to the dashboards in the Apps Workspace. The app needs to be updated.
- Modify the dashboard: You will have edit report option on the top of the report to make any changes
- In the app workspace, you will find the update app option.
- Update all the options: Details, Content, and Access.
- Click on Update App.
Unpublish the App
For unpublishing the app, you can click on the option Unpublish App . Below is the snapshot for the same.
Note:
- APPS are created in the APPS WORKSPACE.
- To create the app, you will need the Power BI Pro License.
- All users need Power BI Pro Licenses to view the app.
Let us understand in detail how to source an existing Power BI report into a new Power BI report. If there is a requirement of creating a new Power BI reports by making use of the existing set of the report, then Power BI provides an option to do this. With this option, the effort of recreating the data model, and the process of data refresh multiple times is eliminated.
The steps are explained below in detail.
Step 1: Open a new Power BI desktop file and log in using your Microsoft account.
Step 2: In the navigation bar under ‘Get Data,’ select ‘Power BI datasets.’ This connects to the workspace created in the Power BI server.
Step 3: Select the required report from the workspace and click on ‘Load.’
Step 4: This step adds all the tables which are available in the existing power BI report to the newly created report. These tables are available on the right-hand side of the report. And at the bottom right corner, there is a message displayed saying that the report is connected live to Power BI dataset, report name, and the workspace name.
Step 5: This newly created file can then be used to create the required visualizations for analysis.
Advantages
- Rework in creating the data model is reduced.
- If multiple reports are using a common dataset, then this is one of the efficient approaches.
- Refreshing the data for source. pbix file is sufficient; refreshed data will be available in the new reports as well. This eliminates data extraction from the same data set multiple times.
Limitations
- Source. pbix file, which is to be used, must be published in the workspace; any local files cannot be used as a source for a new. pbix file.
- Any changes made in the source. pbix file will be replicated in the new files too.
- If the source. pbix file is deleted in the workspace; the new file will no longer work.
