The most underestimated feature in Power BI and how to use it
All major companies now have a template file
Power BI templates are a major issue for many enterprise customers who are currently considering the introduction of Power BI. First of all, it depends on the point of view and the initial situation of the people involved. For example, classic Business Intelligence (BI) and Power BI Developers have a different idea than a Power BI Business User.
A Template File saves you so much time
A BI Developer would claim that a Power BI Template is a template that contains all metadata, but otherwise does not contain any data records. The Power BI Developer could add so-called Theme Templates, which can be used to dynamically implement color schemes based on Corporate BI.
Last but not least, the business user needs sample report pages in his template presentation, which he can orientate himself on and which he can use as templates, so that he does not have to start from scratch again and again. Depending on the maturity level of the Power BI introduction, the template looks differently complex and can be extended iteratively.
Therefore, it is important to answer the question at the beginning, which use cases there are to use an information design for Power BI. Further on, best practice variants for implementation are then shown.
Template file is way more secure, because it doesn’t contain any data
One of the main reasons for using Power BI templates is the issue of security. If you are unsure which people can access the file, it is better to send the report without the data. This ensures that only authorized people can view it, as they must enter their credentials when accessing the report.
Another scenario is the ability to use parameters when calling the report. This can be useful when a report can be run against multiple data sources. Of course, this requires that the data sources have the identical data structure. In this case, the user can select the database before the actual report call and does not create identical copies of a report.
Power BI Template takes much less space than pbix File
In addition, a Power BI template file is significantly smaller than its counterpart and therefore requires less storage space. This is due to the fact that Power BI files are basically “zipped” binary files.
To prove this: It is possible to change the extension of .pbix and .pbit files to the .zip file format to gain insight into the underlying binary files. You just have to change the document ending from “.pbix” to “.zip”. When doing so, it is noticeable that the only difference between the two files is that the .pbix contains a file called “DataModel”, which contains all the imported data sets. The .pbit file instead contains the “DataModelSchema” file. This DateModelSchema file, as the name suggests, contains only the structure of the report and not the actual data sets. This file is much smaller because it only includes the metadata and not the actual data. Figure 1 shows the structure of the two ZIP files.
How do I create a Power BI template?
To create a Power BI template, open the desired report, where you created all the necessary corporate design stuff. Using the “Save as” menu, you can change the type from .pbix to .pbit.
Then you can open this file by double-clicking on it and the cool thing is, you will be asked for the credentials. At the time of this writing, it is not yet possible to publish .pbit files to the Power BI service. So far, the files have to be made accessible via a file repository.
Main advantages of a Template file
Anyways the user won’t see anything from the report as long as he connects to the datasource. So you have 2 advantages.
- Your file is secure, because there is no data stored in the “.pbit” file
- The file is much smaller, because there is no data stored in the “.pbit” file
If you think a bit further you could implement a parameter, where the user can change the datasource to e.g. DEV / UAT / PROD, depending on his access rights.
After you select a source connection, the Power BI report automatically changes the file type from “.pbit” to “.pbix” and loads all available visualizations — but only from the perspective of the active user!
How can I create a color scheme?
Power BI Developers want to guarantee a consistent color scheme for all reports in their company. To keep the manual effort low at this point, Power BI offers the possibility to import a color scheme as a JSON file. For this purpose, there is a publicly accessible Theme Gallery from which freely available JSON templates can be downloaded. If a company-specific color selection is required, Power BI also offers the option of creating and integrating your own JSON files.
Therefor there are currently many different theme generators, most of which are free of charge. Here you’ll find a good overview:
Figure 5 shows the application of a color scheme using the example of a pie chart. Using the JSON template, the color selection for the different Power BI visuals can be specified.
Corporate BI should develop a Template everyone in the organisation can use
Power BI is designed to make it even easier for end users to create their own reports without the need for significant IT involvement in report creation. To support users, the Power BI template should include an additional report page that contains all the essential reporting guidelines. This includes information such as:
- How do I connect?
- Which fonts and text sizes should I use?
- How do I incorporate the color scheme?
- Best practice visuals approach
The Template File should contain all information a Power BI Developer needs to get started
Of course, this information can be further refined as desired. Other important questions, such as how to apply a security concept or how to check and approve reports, should also be described on this help page. On Figure 6, you can see what information is useful for an information page, for example, so that the business user knows directly what to look out for.
In summary, Power BI templates are a practical way to get business users started quickly. Depending on the maturity level of Power BI usage in the company, the template can vary.
