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.
Selection pane:
Once enabling the Selection pane option, the selection pane will show on the right side of the editing panel.
The user can choose to either hide the Selection pane by clicking the switch option agian from the View drop-down menu, or use the 'x' button to close it.
The user can also choose to collapse the pane and still be visible on the side by clicking the arrow keys next to the close button.
Sync slicers pane:
By enabling the Sync slicers pane button the respective pane will show on the right side of the editing panel. Once again, if the user wishes to remove the pane they can either switch off the option or click on the 'x' button within the pane, and if the pane needs to be collapsed the arrow buttons must be used.
Insights pane:
When the user click the Insight pane option button the pane will show again on the right side of the editing area. Once again, if the user wishes to remove the pane they can either switch off the option or click on the 'x' button within the pane, and if the pane needs to be collapsed the arrow buttons must be used.
Text box Option:
This option will automatically put a text box on the report that is available on screen.
Here the user has the ability to enter any text, symbols, etc… that they desire. The text can also be edited using the standard editing tools. The text area can also be resized to the users preference. The text box can also be removed by clicking on the text area and pressing the delete key on the keyboard.
Shapes Option:
Once clicking on the below drop-down option the user has the ability to add different shapes which they desire to the report itself. The respective shape can also be removed by pressing the delete key on the keyboard.
Buttons Option:
This option within the ribbon enables the user to add certain buttons to the report layout. The icons that are seen on screen are the same as the icons next to their respective name. If the user wishes to remove the icon, the delete button on the keyboard must be pressed.
Refresh Option:
As the name of the button implies, when clicking on the Refresh option the editing area refreshes.
Duplicate this page Option:
The below option creates a duplicate of the existing Power BI report and this is visible at the bottom of the editing panel.
The duplicate report can be removed if not needed by hovering on the tab and clicking the ‘Delete page’ button as seen below.
Once clicking the 'x' button the user will be prompted with a modal in the middle of the editing area. The background will be disabled for the user and to remove the duplicate report visualization the Delete button should be clicked.
If the user does not want to delete it, the Cancel button must be clicked.
Save Option:
The user can also save the current edited report by clicking the Save button. Once clicking this button the editing area will be disabled and enabled again after a few seconds.
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.
Desktop layout view:
When opening the Management area the view is in Desktop layout view always.
Mobile layout view:
If the user wants to view the report layout in a different view, they can choose the Mobile layout view, by clicking the second icon.
After entering this layout view, the user can move the report layout from the Page visuals pane onto the mobile diagram.
The report layout can then be resized accordingly on the mobile diagram.
If the user wants to edit the report on the mobile layout view, they must do use using the Visualizations pane.
Moreover, the edited report can be saved from the File drop-down menu within the ribbon as explained previously.
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:
