Power BI Service

6. 42. Design a Power BI Dashboard

In this video, we're going to create a Power Bi dashboard. Power Bi dashboards are created from existing reports. So in the previous section, we created this Power Bi desktop to report. And what I'm going to do is to create a brand new dashboard. I'm just using elements from this one report, though I could have taken them from lots of different reports, and I'll add one just to show that we can. So first of all, I'm going to say that this particular visualisation I quite like. I want to be on my new dashboard. So I've clicked on it, and I'm going to click on the pin. So if I pin the visual, I can pin it to a brand new dashboard. So this is my PL 900 dashboard and click pin. So it has now been pinned to my dashboard. Let's go up to my dashboard, and there you see it, and I can resize it, I can move it. It's about whatever I want to do. Let's go back to my report, and I'm going to go to a different page. So here I'm on page three, and I want to pin this pie chart. So let's click on pin, and I'm pinning it to an existing dashboard, this time, the PO 900. So here is my PO 900 dashboard. And again, I can resize, I can move. So maybe I want to move this one down,this one up, whatever I want to do. And I'm going to go to a different report, one that I've created in a different course, and I'm just going to pin this one to it, so I can have multiple reports in the same dashboard. So here now, I have got items from three different visualizations. They are on the same dashboard. So a dashboard can have more than one report. Each report has only one data set. The data set is the finished version of what you've got with a report. A data set could now have many different data sources. So I could have got something from Excel, something from SQL Server, but when it comes onto the Power Bi service, it becomes a data set. And then a report has one data set and a dashboard can have multiple reports. Therefore, a dashboard could have multiple data sets. Incidentally, just in case you were looking at a different view, I can now edit reports. If I click on edit, it takes me to this particular view with the visualisation field. So if you're wondering where they are, I had to click on edit, and then to get back, I clicked on the reading view. There's also a layout, a mobile layout, and this is the layout that you can use. So you can drag these items from these visualisations into the layout, so I can drag that one in, drag this one in, and resize it. Obviously, there are size concerns with mobile phones, and maybe you don't want some particular items to be and they would just clutter things up. So I will save that. I'll go to my dashboard, and I'm going to create a mobile view for this. So I'll go to edit the mobile view. I've got these three different tiles. So let's say I don't want this one. I'm going to hide the tile. I'm going to unpin it. Oh, actually, I do want this one. Let's put this in. I'm going to add the tile. I am going to drag it up to that. This is the one that I want to unpin. So this is my phone or mobile view. So let's go back to my web view.So this is a way of customising your dashboard. So you've got a different view on the mobile, which better suits the mobile. But I'm not creating two separate dashboards. It is all on one dashboard. It's just that they've got different views. Now, I can also pin an entire page from a report. So let's say I got this report and I wanted to pin this. Then I'll go over here and pin toa dashboard, my current dashboard, and pin live. Now, there is an important distinction between something that is pinned to life and something that is not. If I click on any particular part of the dashboard tile, I just get straight to my report. I cannot filter, I cannot highlight, I cannot do anything of that nature. It just takes me to the report. However, on a live page, I can do photo or highlight whatever has been set up. I can interact with it. So these are dashboards. You pin tiles from a report or from individual visualisations onto your dashboard. Once you have done that,then that is your visualization. It will only change if the data changes. You can't filter them, but you can get to the report where they came from. Needless to say, you must have access to the data source and so on in order to access the data set and use it. You can also pin live pages. And live pages can be filtered. So most of the time you will be working with non-life pages, which can't be filtered.

7. 35, 44. Compare and contrast and publish reports, dashboards and workspaces

In this video, I'd like to compare and contrast dashboards and workspaces and talk about sharing reports and dashboards. We've already talked about publishing reports from PowerBi service, which goes to file publishing. So we report that they are taken from a single data set. Dashboards are tiles taken from individual reports. Workspaces are a combination of dashboards, reports, data sets, and data flows. And we won't be touching on PowerBi data flows in this case. We'll be looking at Power Automate data flows on this call, but not Power Bi data flows. So you can see here we've got reports,got dashboards, and we've got data sets. So all of those are built up into a workspace. And what we can also do with workspaces is we can create apps. Apps are packaged workspaces. So this app would have this report, this report, and these two, this report and that dashboard, but not necessarily any of the other reports unless I choose to accept them. I can also share workspaces if I click on access. You can see that I have given permission for this particular workspace. So Jane and Susan have gotten their own permission. And if you're wondering what the differences between the permissions are, well, viewers are allowed to view or interact with items. Contributors are allowed to create, edit, and delete content in the workspace or publish reports. They may be able to copy reports and manage data set permissions. As members, they're allowed to publish, unpublish, and change permissions for apps as well as contributors and admins. They're allowed to update and delete workspaces,add and remove people, and so forth. So admin is your top member and can't update and delete the workspace. A contributor can create, edit, and delete content, and a viewer can just view. So be careful; once you go beyond the viewer, they'll be able to add or maybe delete content. So stick to view unless you've got a particular reason to do so. Dashboards can similarly be shared, so we can share them with anybody. So I will share this one with Jane, for instance. Now, notice that recipients will have the same access as you. There is an exception, something called role level security. You don't need to worry about that in this particular course. So you can see that I have shared Jean's as an honor. I can only read, so I can say it's for individual recipients or groups of recipients that I'm giving access to right now. They can share the dashboard, so they can share it within their organization. They can build new content using the data set. So if they can't do that, then they're just going to be a reader.Reports can also be shared, so let's go to our report, so I can share this report. So again, exactly the same dialogue box. So again, people will have full access, the same access as you, unless there's a particular reason, and I can also export it to PowerPoint PDF or analyse it in Excel. What this does is it creates a model similar to the model that we've got in power bi desktop. And from that you can create, for example, pivot tables. And you can also, with the appropriate permissions, share it on SharePoint online, a private website or a public website. The reason why I say this is a private website is because it needed to be, but you need to be able to have a username and access permissions use this one, whereas with this one you don't. So, understandably, this public website has been turned off by default. Now, what else can you do? Well, you can comment with a report or a dashboard,so I can't see the year 2025, for example. I will post that as a comment and somebody else can reply. I haven't uploaded that data yet. For example, you can do this in dashboards as well. So here's my comment. Great, dashboard. I can subscribe to dashboards so I can get an email with this dashboard. How often do you want it? After the data has been refreshed, but at maximum, once a day, or hourly, or daily, or weekly, or monthly. And with a certain number of tiles, I can also have an alert set up for when the data changes. So let's edit this, and I'm going to add a fairly simple tile. It's just going to be a card tile, and it's going to give me the total of out. So I'll pin this to my PL 900 dashboard, go to my PL 900 dashboard. So, this can only be used for very simple tiles. There it is. And I can say I want an alert setup so that when this data changes, which is what it would be when it is above zero, but only when it changes, I want an alert that will give me a little box up here with a notification. And I can also have an email sent, so that can be done in dashboards as well, but not in reports. Now, there's a lot of sharing possibilities here, and you might think there's actually far too much. If that's the case, then you can go to settings and admin portal and go to tenant settings. "Tenant" is another word for your organization, and we've got quite a lot of options here. So basically, if you want to say, "I don't want people to publish to the web," that's fine. You can disable it. I don't want people to export to Excel or CSV, or download reports, or allow live connections. That's all completely fine. It's entirely down to your administrator, who might be you, and it's all done there. In the tenant settings, you go to settings,admin portal, and then go to tenant settings,so you can restrict what is being exported. So you can publish reports from PowerBI Desktop to PowerBI Service, and then you can share reports and dashboards. And you can also share workspaces, which include dashboards, reports, and data sets. And you can also package up your workspaces into apps. packaged workspaces.

8. 41. Shared datasets and template apps

In this video, I'd like to talk about shared data sets and template apps. Now, first of all, template apps, if I go into GetData, in the bottom left hand corner, this is where we could get files and databases, or really just files. But there are also additional apps that you can get. So if I just click on Get,these are created by third-party organizations. For example, you might want to install a Culvert 19 US tracker. So click on that and it gives you more information about it and then you can say I want to get it and then it gets downloaded into your Power Bi service. So here we can see, after clicking install a few more times, there is my new app. It's been created from a template that somebody else has set up, and you can also create your own template app. You'll need some permission from your administrator, and this isn't really the course to show how to actually do this. So this is a nice looking dashboard. It is hopelessly out of date, even at the time of recording, but it does show how you can actually create a dashboard, some ideas about how they can interact, and so forth. So I'll click back. You also might have an organisation with apps. As I said previously, you can package your workspaces into an app. So these particular items I have packaged into apps, I have sent them into my organization, and if I go to Get Data and My Organization, there is my app. I'm going to click Get. I'm going to click on it and here is my dashboard. I can't edit it, can't do anything. It's an app, it's a read on me. If you had an app on your Android or Apple device, you wouldn't expect to be able to edit it. It's exactly the same thing here though. We can do some functionality here, for example, going between reports, selecting items, that sort of thing. So these are apps. So I'll just click back, bottom, left hand corner. So with template apps, you could create them or other people could create them. So if you want to create them, just create a workspace. You will need Power Bi Pro or premium capacity to be able to do that and then you can publish them. Shared data sets If I click on data sets,here are some data sets, and these are recommended data sets because I am promoting or certifying them. So I'm saying this is good data, this is really good data. For example, as you can see, here is my endorsement. So to use these data sets, you just click on them. So I clicked on this one. I want to create a report from scratch. I've got related reports already and that gets me into my report creator. Now you could say "any data source I want to endorse" and to do that you just click on the data set and go to Settings. And then we've got an endorsement near the bottom. And you can promote it when you're ready to distribute the data set to your coworkers. Here's how you let them know. Or you can certify them, and by default, certifying is turned off, so you'd need your administrator to turn it on. So if I want to say this particular dataset I want to promote, I'll apply those changes. So now, in my data sets here,I've got another recommended data set. And to consume them, all I have to do is click on them and see. Here are the reports which are using them. And I can create it from scratch. So you could use your data sets when anything is good for your organization. So you don't have to create a dataset; somebody else creates the same data set somebody else creates.You can create them and you can control the data set because you are the expert in this particular area you created. And you say to the entire organization, this is the dataset you should use for this particular instance. And I want to promote its use among the organization, the tenants. Or you can say, I'm a really big expert, and my company knows that. And so they allow me to certify particular data sets and template apps. Well, you can create an app from your workspace. So you could create an app if it wasn't already there or updated. You can also get apps from third parties by going to the data services page.

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