How to Create a Single Data-Driven Power BI Schedule in the PBRS Web Application

Before You Begin

Before creating a Single Data-Driven Power BI Schedule, make sure:

• The PBRS Web Application is installed and accessible.
• PBRS is connected to the required Power BI account.
• You have access to the Power BI report you want to schedule.
• The data source containing the values you want to use to drive the schedule is available and accessible from PBRS.
• Any required report destinations, such as email or disk locations, have been configured.
• You have the appropriate permissions to create schedules in the PBRS Web Application.

Once these requirements are in place, you can begin creating the Single Data-Driven Power BI Schedule.

Create a New Data-Driven Power BI Schedule

To begin creating the schedule:

1. Log in to the PBRS Web Application.
2. Select New Schedule.
3. From the schedule options, select Data-Driven Power BI Report Schedule.

The schedule wizard opens, beginning with the General tab.

Configure the General Settings

Use the General tab to name the schedule, select where it will be stored, and choose the Power BI content that the schedule will process.

Provide Report Details

1. Click the (...) button next to the Parent Folder field.
2. Select the Parent Folder where you want the schedule to be stored.
3. Enter a descriptive Schedule Name that will make the schedule easy to identify in PBRS.

Select the Power BI Report or Dashboard

In the Power BI Report / Dashboard section:

1. Select the Power BI Account that has access to the content you want to schedule.
2. Select the required Workspace.
3. From Type, select the type of Power BI content you want to schedule.
4. Select the required Report or Dashboard.

Once the General settings are complete, click Next Step to continue to the Data-Driver tab.

Configure the Data-Driver

The Data-Driver tab determines which records PBRS will process when the schedule runs. PBRS queries the selected data source and uses the returned records to drive the schedule.

Each returned record can be used to dynamically control report filters, parameters, destinations, filenames, and other schedule settings.

Select the Data Source

1. Select the DSN containing the data you want to use to drive the schedule.
2. If the data source requires authentication, enter the appropriate Username and Password.
3. Enter the SQL query that PBRS should use to retrieve the required records.

Your query should return all of the columns you intend to use elsewhere in the schedule.

For example, the query might return customer names, email addresses, regions, report filter values, or output filenames.

Validate the Query

After entering the SQL query, use the available option to validate or test the query.

Confirm that:

• The connection to the data source is successful.
• The query executes without errors.
• The expected records are returned.
• All columns required later in the schedule are included in the results.

Select the Key Column

Select a Key Column from the query results.

The Key Column should contain a value that uniquely identifies each record returned by the Data-Driver query. PBRS uses this value when processing the individual records generated by the Data-Driven Schedule.

Where possible, select a column containing a unique and consistent value, such as a customer ID, account number, employee ID, or another unique database identifier.

Once the Data-Driver has been configured and successfully validated, click Next Step to continue.

Configure Scheduling

Use the Scheduling step to define when the Data-Driven Power BI Report Schedule should run.

Select the Start Date and Frequency

1. Select the Start Date for the schedule.
2. Select the required Frequency. The scheduling options displayed will change depending on the frequency selected.
3. Configure the recurrence settings for the selected frequency.

For example, when Daily is selected, use Repeat Every (days) to specify how many days should pass between executions.

Set the Schedule Time

Enter the Schedule Time to specify the time of day the schedule should run.

If the schedule needs to run more than once during the day, select Repeat every and configure the additional recurrence settings that become available.

Enable the Schedule

Check Enable this schedule to allow PBRS to execute the schedule automatically according to the configured settings.

Uncheck this option to create the schedule without enabling automatic execution. This can be useful if you want to review or test the completed schedule before making it live.

Once the scheduling options are configured, click Next Step.

 

Configure Report Settings

Use the Report Settings step to control how PBRS renders the Power BI report when the Data-Driven Schedule runs.

The default settings can be used in most cases. Adjust them when you need to control report loading time, rendering method, output dimensions, or the pages included in the output.

Report Rendering Settings

Configure the following options as required:

Setting	Description
Minimum Loading Time	Specifies the minimum amount of time PBRS allows the Power BI report to load before rendering begins.
Maximum Loading Time	Specifies the maximum amount of time PBRS waits for the Power BI report to load before continuing with the rendering process.
Rendering Method	Selects the method PBRS uses to render the Power BI report. If the report does not render as expected using one method, an alternative rendering method can be selected.
Page Width	Specifies the width, in pixels, of the rendered report.
Page Height	Specifies the height, in pixels, of the rendered report.
Pages To Render	Specifies which report pages should be included in the output. Leave this field blank to render all pages.

 

For Pages To Render, enter the required page numbers separated by commas. For example:

1,3,5

This renders only pages 1, 3, and 5.

Once the report rendering settings are configured, click Next Step.

Configure Filters

Use the Filters step to apply filters to the Power BI report when the Data-Driven Schedule runs.

Filters can be used with values from the Data-Driver to dynamically control the report data generated for each record processed by the schedule.

 

To create a filter, click Add Filter.

The Add Filter window opens.

Configure the Filter

1. In Filter using this field (Table.Column), enter the Power BI table and column to which the filter should be applied. Use the format: Table.Column
2. From Field Data Types, select the data type for the Power BI field, such as String.
3. Under Filter Type, select:
   • Basic — Use a basic filter to match the report field against one or more specified values.
   • Advanced — Use an advanced filter when more complex filtering criteria are required.
   
   

Configure a Basic Filter

When Basic is selected:

1. Under Show items when the value matches, select the required filter operator. For example, In can be used when the field should match one or more values.
2. Enter or select the value that should be used to filter the report.
3. Click Add to add the value to the filter.
4. Add additional values if required.
5. Click Save when the filter configuration is complete.

You can add additional report filters as required by selecting Add Filter again.

Once all required filters have been configured, click Next Step.

Configure Destinations

Use the Destinations step to define where PBRS will deliver the report output generated by the Data-Driven Schedule.

You can add one or more destinations to the schedule. For Data-Driven Schedules, destination settings can also use values returned by the Data-Driver, allowing delivery information to change for each record processed.

To add a destination:

1. Click Add Destination.
2. Enter a descriptive Destination Name.
3. Select the required Destination Type:
   • Email — Deliver the generated report by email.
   • Disk — Save the generated report to a specified file location.
4. Select the required Output Format. The available formats depend on the report and destination being configured.
5. Click Save to continue configuring the destination.

 

Using Data-Driver Values in Destinations

Data returned by the Data-Driver can be used to dynamically configure destination information.

For example, if your Data-Driver query returns an email address for each customer, that field can be used in an Email Destination so each report is delivered to the appropriate recipient.

Similarly, Data-Driver values can be used where supported to dynamically build filenames, paths, subjects, or other destination information.

Configure an Email Destination

Select Email as the Destination Type when the generated report should be delivered by email.

Configure the email destination with the required recipients and message details.

Configure Recipients

Enter the required email addresses in the recipient fields.

• To — Enter the primary recipient or recipients.
• Cc — Enter any recipients who should receive a copy.
• Bcc — Enter any recipients who should receive a blind copy.

When entering multiple email addresses manually, separate them with a semicolon.

Where supported, you can also use fields returned by the Data-Driver to dynamically determine recipients for each record processed by the schedule.

Configure the Subject and Body

Enter the required content in the Subject and Body fields.

For a Data-Driven Schedule, these fields can include dynamic values from the Data-Driver. Use the menu button beside the applicable field to display the available values.

The available selections can include fields returned by your Data-Driver query, as well as PBRS schedule and destination values.

Select the required value to insert it into the Subject or Body. PBRS inserts a placeholder representing that value.

For example, the screenshot shows:

<[r|ID]>

When the schedule runs, PBRS replaces the placeholder with the corresponding value for the Data-Driver record currently being processed.

This allows you to create personalized content such as:

Sales Report - <[r|Branch]>

or include record-specific information within the email body.

Once the Email Destination has been configured, save your changes.

Review and Submit the Schedule

After configuring the destination, click Next Step to open the Completed screen.

Use this screen to review the Data-Driven Power BI Report Schedule before creating it.

Review the following information:

• Report Details — Confirm the Power BI Account, Workspace, and Report/Dashboard are correct.
• Schedule Details — Verify the frequency, start date, and execution time.
• Filters — Confirm that the correct Power BI report filters have been configured.
• Destinations — Verify that the required delivery destination is listed.
• Data-Driver — Review the SQL query and confirm that it returns the records and fields required by the schedule.

If any information is incorrect, click Previous and return to the appropriate step to make your changes.

Once you have confirmed that all schedule settings are correct, click Submit.

PBRS Web creates the Data-Driven Power BI Report Schedule using the configuration you have provided.

 

Confirm the Schedule Was Created

After you click Submit, PBRS Web creates the schedule and displays a confirmation message.

The message confirms that the Data-Driven Power BI Report Schedule was created successfully.

Click OK to close the confirmation message.

The new schedule is now available in PBRS Web and will run according to the scheduling options you configured, provided the schedule is enabled.

Troubleshooting

If you experience problems creating or running a Data-Driven Power BI Report Schedule in the PBRS Web Application, use the following troubleshooting steps.

Data-Driver Does Not Return the Expected Records

• Confirm that the correct DSN has been selected.
• Verify the database credentials if authentication is required.
• Review the SQL query and confirm that it executes successfully against the selected data source.
• Make sure the query returns all fields required by the schedule.
• Confirm that the selected Key Column contains the values expected by the schedule.
• Test the query independently against the data source if necessary.

Data-Driver Fields Are Not Available

If a database field you need is not available when configuring filters or destinations:

1. Return to the Data-Driver step.
2. Confirm that the required column is included in the SQL query.
3. Validate the query and make sure the column is returned.
4. Review any filters or destinations that reference Data-Driver fields after changing the query.

Power BI Report Does Not Render Correctly

• Confirm that the correct Power BI Account, Workspace, and Report/Dashboard have been selected.
• Review the settings under Report Settings.
• Increase the Maximum Loading Time if the Power BI report requires additional time to load.
• Review the configured Page Width and Page Height.
• If only certain pages are being rendered, verify the values entered under Pages To Render.
• Try an alternative Rendering Method if the report does not render as expected.

Filters Do Not Return the Expected Report Data

• Verify that the correct Power BI Table.Column has been entered.
• Confirm that the selected Field Data Type matches the Power BI field.
• Review the Filter Type, operator, and values.
• If the filter uses Data-Driver information, confirm that the corresponding field is returned by the Data-Driver query.
• Check that the values returned by the Data-Driver match the values expected by the Power BI report.

Emails Are Sent to the Wrong Recipient or Contain Incorrect Information

• Review the Email Destination configuration.
• Confirm that the correct Data-Driver fields are being used for recipients and other dynamic email content.
• Verify that dynamic placeholders in the Subject and Body reference the intended Data-Driver fields.
• Check the records returned by the Data-Driver query to confirm that the email addresses and other values are correct.

Schedule Does Not Run at the Expected Time

• Review the Scheduling settings and confirm the Start Date, Frequency, and Schedule Time.
• Confirm that Enable this schedule is selected.
• Verify that the PBRS Scheduler is running.
• If the schedule is configured to repeat, review the recurrence settings.

Schedule Runs but Returns an Error

Review the PBRS error log for additional information about the failure.

The error details can help determine whether the problem occurred while querying the Data-Driver, accessing Power BI, applying filters, rendering the report, or delivering the output.

After making changes, manually test the schedule where appropriate to confirm that the issue has been resolved.

Need Additional Help?

If you continue to experience issues after following the troubleshooting steps above, our Support team is available to help.

When submitting your request, include as much information as possible, including any relevant error messages, the area of the schedule where the problem occurs, and the troubleshooting steps you have already completed.

Log a Support Call