Power BI Report Builder

• Blockchain Council
• August 26, 2024

Power BI Report Builder is an essential tool for creating paginated reports within the Microsoft Power BI ecosystem. It is designed for users who need to create detailed and highly formatted reports, known as paginated reports. These reports are ideal for generating fixed-layout documents optimized for printing and sharing, such as invoices, transcripts, and sales reports.

What is Power BI Report Builder?

Power BI Report Builder is a desktop application that allows users to design and publish paginated reports. These reports are designed to be printed or shared as they maintain their formatting across various devices. The tool is part of Microsoft’s broader Power BI suite, which is a collection of business analytics tools designed to help users analyze data and share insights through rich dashboards.

Getting Started with Power BI Report Builder

Installation

To begin using Power BI Report Builder, download it from the Microsoft Download Center. Ensure your system meets the requirements: Windows 10, Windows 11, or Windows Server 2016 and later. You also need Microsoft .NET Framework 4.7.2 or higher installed.

System Requirements

• Operating Systems: Windows 10, Windows 11, Windows Server 2016, 2019, 2022
• Memory: 512 MB of RAM
• Disk Space: 80 MB available
• .NET Framework: Version 4.7.2 or higher

Creating Your First Report

Setting Up Data Sources and Datasets

After installation, launch Power BI Report Builder and start by connecting to your data sources. The tool supports various data sources, including SQL Server, Oracle, and Power BI datasets. To create a data source:

• Click on “Data Sources” in the Report Data pane.
• Define your connection by specifying the type and connection string.

Next, create datasets that define the data queries you will use in your report. This involves:

• Selecting “Datasets” and creating a new dataset.
• Using the query designer to build and test your queries.

Designing the Report Layout

Power BI Report Builder provides various layout options:

• Table: For detailed row-by-row data.
• Matrix: Similar to PivotTables, ideal for summarized data.
• Charts: For graphical representation of data.
• Free-form: For custom layouts using lists, images, and other elements.

Use the drag-and-drop interface to place your data fields and arrange them according to your needs. You can also add interactive features like drillthroughs, parameters, and document maps to enhance user experience.

Adding Visual Elements

Enhance your reports by incorporating visual elements such as:

• Charts: Bar, line, pie charts, and more.
• Gauges: For KPI tracking.
• Sparklines and Data Bars: To visualize trends and comparisons within tables and matrices.
• Maps: To display geographical data using Bing Maps or custom spatial data.

Key Features of Power BI Report Builder

Easy Data Integration

Power BI Report Builder supports a wide range of data sources, including SQL Server, Analysis Services, Oracle, and more. Users can integrate these sources seamlessly to fetch data for their reports.

Versatile Report Design

Users can create various types of reports such as table reports, matrix reports (similar to PivotTables), chart reports, and free-form reports. Each type can include a mix of text, graphics, and interactive elements like buttons and links.

Advanced Visualization Tools

The tool includes advanced data visualization options such as charts, gauges, sparklines, and data bars. These features help in presenting data in a visually engaging and easy-to-understand manner.

Interactive Features

Reports can include interactive features like document maps, show/hide buttons, and drillthrough links, which allow viewers to navigate through the report dynamically based on their interests.

Parameters and Filters

Parameters allow users to interact with the report by selecting specific criteria. To create a parameter:

• Right-click the “Parameters” folder and add a new parameter.
• Configure the parameter settings, including available values and default values.

Filters refine the data displayed based on these parameters. For example, you can filter sales data by year or region.

Paginated Report Specifics

Paginated reports, unlike Power BI reports, focus on precise formatting. They are perfect for generating documents where layout and pagination are crucial. Use the report’s properties to control page size, margins, and other print-specific settings.

Exporting and Subscriptions

Power BI Report Builder supports various export formats, including PDF, Word, Excel, and XML. Once your report is published to the Power BI service, you can set up subscriptions to automatically deliver the report via email on a scheduled basis.

Integration with Power BI Service

Publish your paginated reports to the Power BI service for sharing and collaboration. This integration allows you to use Power BI’s security and sharing features to distribute your reports efficiently.

Tips for Best Practices 

Optimizing Performance

• Efficient Queries: Write optimized SQL or DAX queries to minimize data retrieval times.
• Data Caching: Use caching to reduce load times for frequently accessed reports.
• Pagination: Properly set pagination options to handle large datasets without performance degradation.

Accessibility

Ensure your reports are accessible by adding descriptive text for visual elements, using high-contrast colors, and providing keyboard navigation shortcuts.

Conclusion

Power BI Report Builder is a powerful tool for creating detailed, print-ready reports. It offers the capabilities to meet your reporting needs, ensuring your data is presented accurately and attractively.