Power BI Extra is a tool or feature designed to enhance the data visualization capabilities in the Microsoft Dynamics 365 Business Central software environment. Its primary function is to enable users to access and display a comprehensive set of data visualizations, often comprising various charts, graphs, and reports, all from within the Business Central platform.
This enhancement is particularly valuable because it simplifies accessing and analyzing data. Instead of switching between different applications or tools to view multiple visualizations, users can remain within the familiar Business Central interface. By providing a full display of these visualizations, Power BI Extra offers a more holistic and efficient way for users to gain insights from their data.
In practical terms, this means that users can quickly access and interact with diverse data representations, aiding in decision-making, trend analysis, and data-driven actions directly within the Business Central environment. This streamlines workflows saves time, and enhances the user experience for those working with complex data sets or business intelligence needs.
Power BI Extra is currently available on Cloud, Software As A Service (SAAS) only.
Availability of Power BI Extra Functionality
Power BI Extra can be found on many pages (the full list including screenshots is available at the end of this documentation). It can be seen on List Pages and even Card Pages. The availability of this add-on is seen within the Factbox Pane, Details section.
It is important that the user purchases the Power BI licence in order to use this functionality, otherwise the above section will not appear in the fact box area. To get the most out of our solution, we recommend acquiring the Power BI Pro licence.
By analysing and retrieving data from Business Central pages, the add-on transforms it into an easy-to-understand graphs. Whether the add-on is available on sales orders, bank accounts, assets or item pages, users can spot trends, patterns, and anomalies that might go unnoticed when viewing the page alone. It gives the user a quick overview of the page in a very concise manner.
Adding a Power BI Report
We have created a standard set of reports called New Power BI Fact Boxes that are embedded in our solution. These reports are available to anyone who decides to download and use Power BI Extra. It is not possible to modify this type of reports, only to view them. Users will be able to edit the reports, but the ability to save, copy or share them via a link will be disabled. All these actions are only enabled for reports created by the users themselves.
Users can add a new report by clicking on the ‘Select reports’ hyperlink. This in turn directs the user to a modal to choose the desired Power BI Report.
From here the user chooses the report and the add-on immediately sets up the graph or other graphical data to the corresponding page.
In this case according to the Bank Account the user is on the appropriate information is shown.
If then the user enters the Bank Account Card, different data is visible.
Copying Image
When hovering over the Power BI add-on the user can copy the image with the caption included by clicking on the below icon:
Filtering Data
When the user clicks on this icon, all currently filtered data affecting the report will be displayed. The ability to modify the filters and access more granular settings of the given report is available in edit mode (described in more detail in the sections below).
Focus Mode
The user can also focus on the entire graph by clicking on the icon below.
To go back to the original data representation the ‘Back to report’ button must be clicked.
It is also possible to zoom in and out using the right Ctrl key and the mouse wheel.
Three dots menu
Choosing another Report
If for some reason the user wishes to select a different report to be displayed on the screen, this can be changed by clicking on the Power BI heading, which will display several options. Then select the first option 'Select Report' and follow the same process as above.
Expanding the Report
To view the report in full screen, the user can select the 'Expand Report' option. The user can scroll left and right to view other parts of the data displayed. Filtering is also possible in this view.
Choosing the Previous or Next Report
If multiple reports have been set up for the same list or card page, the user can switch between the reports by clicking on the 'Previous Report' or 'Next Report' button from the Power BI heading dropdown menu.
Managing a Report
If the user needs to edit something within the report visualization itself it can be done by choosing the ‘Manage Report’ option from the drop-down.
Edit Mode:
Although the edit
Once this option is chosen, the user will be directed to a more detailed aspect and view of the report itself. The user will be set inside the ‘Edit Mode’ panel at first as seen below.
Editing Mode Ribbon
File Drop-down Menu:
From here the user has the ability of either saving the report or saving a copy of the report by clicking the File drop-down button from the editing ribbon, and choosing one of the two options:
Save which saves the modifications that were done to the report layout and applies the changes immediately
Save as which saves a copy of the report changes that have been done
Once the Save button is chosen the user no longer has the ability to edit the Power BI report for a few seconds because the editing area is disabled. Then the user can edit as much as they desire, because the editing area is enabled for editing again.
If the Save as button is chosen the user will be prompted with a small modal in the middle of the screen, requesting a name for the new report copy.
If the user is satisfied with the changes applied, they must choose to save the report after giving a name within the available text area by clicking the Save button.
If there were some mistakes, the user can also choose to cancel the saving process by clicking the Cancel button.
View Drop-down Menu:
From the same editing ribbon the user has the View drop-down menu.
Fit to page:
The Fit to page option displays the report as is in the Editing Panel.
Fit to width:
The Fit to width option stretches the report layout to the full width of the editing area.
Then to view parts of the report the scroll bars on the side and at the bottom must be used.
Actual size:
The Actual size button resizes the report to the normal and actual size that it was originally.
High-contrast colours:
The High-contrast colours option has multiple views from which the user can choose from as listed below. Each type of high-contrast colour option has a particular theme, which is distinct from one another.
Filters Pane:
The filters pane lets the user to apply filters on the available report visualization. This pane can be collapsed using the arrow buttons.
If the user wishes to keep the filters but hide them for the moment, they should click on the eye icon within the pane itself.
Visualizations Pane:
From the below pane the user can add multiple graphical representations to the report itself by simply clicking on the one needed.
Data Pane:
This pane shows all the variables and possible data that can be added to the Power BI report.
View Mode
The user also has the option to view the report in an enlarged mode and also apply filters to by choosing the View Mode button.
Refreshing the Page
The available Power BI graphical report can be refreshed using the Refresh Page button.
Uploading a New Report
the user can choose a new report layout to upload from the PBIX file by clicking on the Upload Report option from the below drop-down.
Once clicking on this option, a modal will pop up and the user will be able to choose the needed report by clicking on the three dots as show below.
Then the user must drag and drop or select a PBIX report file from his device.
After choosing the report, Upload Report should be chosen to proceed.
Resetting All Reports
The last option within the drop-down menu is the Reset All Reports functionality. This button resets all Power BI setup in Business Central, for all users. Reports with the users Power BI workspace are not affected but need to be removed manually.
Pages where Power BI Extra is available
Below are the pages where the Power BI Extra add-on is available when enabled:
