Power BI Reports

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Introduction

This article provides a brief overview of the Power BI reports that have been written for Speakeasy, plus a brief description of some common administration tasks that need to be performed to make the reports visible in Microsoft Teams.

Opening Reports Using Power BI Desktop

Power BI reports are saved to .pbix files. Currently, the following report files exist:
  • MembershipReports.pbix – provides reports on membership statistics. This includes reports over fixed time ranges, e.g. year to date and last 3 months, for easy inclusion in trustees reports
  • ProjectCostReports.pbix – provides reports relating to project costs (time booked against  a project and any project expenses).
  • GroupSessionReports.pbix – provides reports on group sessions andmeetings, i.e. no of sessions and total time spent.
  • UserDefinedReferralReport.pbix – this provides a report on referrals to Speakeasy – the report is similar to the main dashboard report found in MembershipReports.pbix, but a user can filter the date range as needed. See Using the User-Defined Referral Report for more information.
If you have synced your folders to File Explorer, then the file can be found in the following folder:
{Bury Speakeasy Root}\Speakeasy – Contact Details and Activity – Contact Details and Activity\PowerBI
To make changes to the reports, open one of the files using Power BI Desktop, which can be installed from the Office home page – simply login to the Microsoft Office 365 home page using your Speakasy user name.
New reports can be added by opening Power BI Desktop and clicking “New”. Important: remember to save the pbix file to the location specified above, else other users who can write reports will not be able to access it to make changes.

Publishing Reports

After making changes to a report, save the changes. Anyone who then the .pbix file will see the changes. However, the report needs to be published in order for Teams users to see the changes. From Power BI Desktop,  click “Publish” then select “Publish to Power BI”.  The report needs to be published to a workspace. Specify the “Speakeasy Reporting” workspace then click “Select”. If Power BI prompts to replace an existing report, click “Replace”.

Adding Reports to Teams

To add a report to teams, selet a team and clickthe “+” sign in the top of the right-hand pane. Select “Powr BI” from the list of apps, then click “Save”. Right mouse-click on the “Power BI” tab that has been created and select “Pop-out tab”.  This opens a new window (if this is not done, Teams sometimes fails to launch Power BI). Click “Browse workspaces” and select the “Speakeasy Reporting” workspace, then select one of the reports that is listed. Click “Add”. The popped-out window can be closed as the added report should also be displayed in the main Teams window.

Granting Access to the Report in Teams

Recommended Approach

There are several ways to manage access to reports. However, the easiest is to provide access at the workspace level, as follows:

Navigate to the PowerBI admin portal at: Speakeasy Power BI Portal

From the left-hand side menu options, select the relevant Power BI workspace (e.g. Speakeasy Reporting”).

Click “Manage Access”. Select users to be added, indicating whether they are to be an Admin, Contributor or Viewer. Maybe just making them viewer is enough. The advantage of adding at the workspace level is that any new reports which are published to the workspace automatically inherit the permissions set on the workspace.

Alternative approach

(This is redundant if the workspace approach is used)

To make sure that the report can be seen by other users, click the “Share” button in the top right-hand side pane of Teams, just above the newly-added report. A “Send Link” dialog box should appear. Click the “Teams” button that appears along the buttom of this dialog box. Select the name of the team in which the report tab was created, then click “Share”. A message will appear in the Teams Posts which will contain a link to the report.

Refreshing the Data in a Report

Each time a new report is published to the Speakeasy Workspace, an associated new dataset will also be published. To ensure that this data is up to date, the published of the report needs to configure a scheduled refresh of the data into the dataset – see the following article on how to do this:

Scheduled Refresh of Data to Update Reports