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Publishing paginated reports in Power BI - Dashboard Guide

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Dashboard Mode - Publishing paginated reports
Goal: Understand how to publish paginated reports in Power BI

This dashboard answers: How can you publish a paginated report to the Power BI service and verify it is accessible?

Sample Data: Report Publishing Status
Report NameFile Size (MB)PagesPublish StatusLast Published Date
Sales Summary2.55Success2024-06-01
Inventory Details3.18Success2024-06-02
Customer Orders1.84Failed2024-05-30
Financial Report4.010Success2024-06-01
Employee Data1.23Success2024-06-03
Dashboard Components
  • KPI Card: Total Reports Published
    Formula: Count of reports with Publish Status = 'Success' (Result: 4)
  • KPI Card: Average Report Size (MB)
    Formula: Average of File Size for all reports (Result: 2.52 MB)
  • Bar Chart: Number of Pages per Report
    Shows each report on X-axis and number of pages on Y-axis
  • Table: Report Details
    Shows all columns from sample data for detailed view
Layout
+----------------------+-----------------------+
| Total Reports: 4     | Average Size: 2.52 MB |
+----------------------+-----------------------+
|                                      Bar Chart                                      |
|                        (Pages per Report)                                          |
+-----------------------------------------------------------------------------------+
|                                Report Details Table                                |
+-----------------------------------------------------------------------------------+
Interactivity

A filter for Publish Status allows users to select 'Success' or 'Failed'. When applied:

  • KPI cards update to reflect counts and averages only for selected status.
  • Bar chart updates to show pages only for filtered reports.
  • Table shows only reports matching the filter.
Self Check

If you add a filter for Publish Status = 'Failed', which components update and what do they show?

  • KPI Cards: Total Reports Published shows 1; Average Report Size shows 1.8 MB.
  • Bar Chart: Shows only 'Customer Orders' with 4 pages.
  • Table: Shows only the 'Customer Orders' report row.
Key Result
Dashboard showing publishing status and details of paginated reports in Power BI.

Practice

(1/5)
1. What is the primary purpose of publishing paginated reports in Power BI?
easy
A. To create interactive dashboards with filters
B. To import data from multiple sources
C. To share detailed, page-formatted reports with others
D. To perform data cleaning and transformation

Solution

  1. Step 1: Understand paginated report purpose

    Paginated reports are designed to show detailed data in a fixed layout, ideal for printing or PDF export.

  2. Step 2: Compare with other Power BI features

    Interactive dashboards and data import are different features; paginated reports focus on formatted, printable reports.

  3. Final Answer:

    To share detailed, page-formatted reports with others -> Option C

  4. Quick Check:

    Paginated reports = detailed page-formatted reports [OK]
Hint: Paginated reports = detailed, printable reports [OK]
Common Mistakes:
  • Confusing paginated reports with dashboards
  • Thinking paginated reports are for data import
  • Assuming paginated reports are for data cleaning
2. Which tool is used to create paginated report files (.rdl) before publishing them in Power BI?
easy
A. Power BI Report Builder
B. Power BI Desktop
C. Power Query Editor
D. Power BI Service

Solution

  1. Step 1: Identify the report creation tool

    Power BI Report Builder is the dedicated tool for creating paginated reports with .rdl files.

  2. Step 2: Differentiate from other tools

    Power BI Desktop creates interactive reports, Power Query Editor is for data shaping, and Power BI Service is for publishing and sharing.

  3. Final Answer:

    Power BI Report Builder -> Option A

  4. Quick Check:

    Paginated reports created with Report Builder [OK]
Hint: Use Report Builder for .rdl paginated reports [OK]
Common Mistakes:
  • Choosing Power BI Desktop for paginated reports
  • Confusing Power Query Editor with report creation
  • Thinking Power BI Service creates .rdl files
3. After creating a paginated report (.rdl), where must you publish it to enable sharing and scheduling in Power BI?
medium
A. A Premium capacity workspace
B. Any workspace in Power BI Service
C. Power BI Desktop
D. Power BI Report Builder

Solution

  1. Step 1: Understand publishing requirements

    Paginated reports require a Premium capacity workspace in Power BI Service for publishing and sharing.

  2. Step 2: Eliminate incorrect options

    Any workspace without Premium capacity won't support paginated reports; Desktop and Report Builder are for creation, not publishing.

  3. Final Answer:

    A Premium capacity workspace -> Option A

  4. Quick Check:

    Paginated reports need Premium workspace [OK]
Hint: Publish paginated reports only in Premium workspaces [OK]
Common Mistakes:
  • Publishing to non-Premium workspaces
  • Trying to publish from Power BI Desktop
  • Confusing Report Builder with publishing platform
4. You published a paginated report but users cannot access it. What is the most likely cause?
medium
A. The report was created in Power BI Desktop instead of Report Builder
B. The report was published to a Premium workspace but users lack permissions
C. The report file is not saved as .pbix
D. The report was published to Power BI Desktop instead of Service

Solution

  1. Step 1: Check workspace and permissions

    Paginated reports require Premium workspace and proper user permissions to access.

  2. Step 2: Analyze other options

    .pbix files are for interactive reports, not paginated; creation tool doesn't affect access; publishing must be to Service, not Desktop.

  3. Final Answer:

    The report was published to a Premium workspace but users lack permissions -> Option B

  4. Quick Check:

    Access issues usually due to permissions [OK]
Hint: Check user permissions in Premium workspace first [OK]
Common Mistakes:
  • Confusing .pbix with .rdl files
  • Assuming creation tool affects access
  • Trying to publish reports from Desktop
5. You want to schedule a paginated report to be emailed weekly to your team. Which steps must you follow after publishing the report to a Premium workspace?
hard
A. Send the .rdl file as an email attachment manually every week
B. Create a Power Automate flow to export the report manually each week
C. Use Power BI Desktop to schedule the report delivery
D. Configure a subscription in Power BI Service and set the schedule and recipients

Solution

  1. Step 1: Publish the paginated report to a Premium workspace

    This is required to enable scheduling and subscriptions in Power BI Service.

  2. Step 2: Configure a subscription in Power BI Service

    Use the subscription feature to set the delivery schedule and specify email recipients for automatic report delivery.

  3. Step 3: Eliminate other options

    Power Automate can automate tasks but is not required here; Power BI Desktop cannot schedule delivery; manual emailing is inefficient.

  4. Final Answer:

    Configure a subscription in Power BI Service and set the schedule and recipients -> Option D

  5. Quick Check:

    Subscriptions enable scheduled report emails [OK]
Hint: Use Power BI Service subscriptions for scheduled emails [OK]
Common Mistakes:
  • Trying to schedule in Power BI Desktop
  • Manually emailing reports instead of subscriptions
  • Using Power Automate unnecessarily
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