Creating multi-page, printable reports from a Power BI dataset can be done using Paginated Reports, which are designed specifically for creating pixel-perfect, print-ready documents. Here’s a step-by-step guide on how to create these reports, along with best practices for maintaining data quality and governance:
Steps to Create Multi-Page Printable Reports from a Power BI Dataset:
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Use Power BI Report Builder:
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Power BI Report Builder is the primary tool for creating Paginated Reports. It allows you to design highly customizable reports that can span multiple pages, ensuring they are suitable for printing.
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Download Power BI Report Builder from the Power BI service or from Microsoft’s website.
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Connect to Power BI Dataset:
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In Power BI Report Builder, create a new report and select Power BI Dataset as the data source.
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You will need to authenticate to Power BI and select the dataset (semantic model) that you’ve created in Power BI. This allows the paginated report to pull data from your existing Power BI model.
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Design the Report Layout:
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Use the Table, Matrix, and List elements to define how data is displayed across multiple pages. Paginated Reports are great for row-level data, allowing you to create detailed tables or lists that span multiple pages if the data exceeds one page.
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To create multi-page reports, you can use page breaks and set fixed height for the report elements (such as tables or lists), ensuring the content is spread across multiple pages when necessary.
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Add Grouping and Sorting:
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Use grouping to organize data in logical sections. For instance, grouping by region or category ensures that the data is presented in a structured way across multiple pages.
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Apply sorting to maintain an ordered, readable report. This is especially helpful for long lists or tabular data that spans multiple pages.
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Set Page Size and Margins:
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Define the page size (e.g., A4, Letter) and set the margins based on your printing requirements. This ensures the report fits the printable area and prevents data from getting cut off.
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Make sure that the report layout and size are suitable for the destination printer or export format (PDF, Excel, etc.).
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Add Headers, Footers, and Pagination:
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Use headers and footers to display important information on each page (e.g., report title, date, page numbers).
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Set up pagination to ensure that page numbers are displayed correctly across the report, so users can track their progress when printing or reviewing the report.
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Preview and Test the Report:
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Preview the report to check how it will appear when printed or exported. This allows you to ensure that data is flowing across multiple pages correctly and that the formatting is intact.
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Make sure that the report looks correct in print preview mode, especially when dealing with large datasets that span multiple pages.
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Export the Report:
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Once the report is ready, you can export it in various formats like PDF, Excel, or Word. This allows you to share the report with stakeholders in the desired format
