Create Power BI Reports on Real-Time SharePoint Data

With built-in support for ODBC on Microsoft Windows, the CData ODBC Drivers provide self-service integration with self-service analytics tools such as Microsoft Power BI. The CData ODBC Driver for SharePoint links your Power BI reports to operational SharePoint data. You can monitor SharePoint data through dashboards and ensure that your analysis reflects SharePoint data in real time by scheduling refreshes or refreshing on demand. This article details how to use the ODBC driver to create real-time visualizations of SharePoint data in Microsoft Power BI Desktop and then upload to Power BI.

The CData ODBC Drivers offer unmatched performance for interacting with live SharePoint data in Power BI due to optimized data processing built into the driver. When you issue complex SQL queries from Power BI to SharePoint, the driver pushes supported SQL operations, like filters and aggregations, directly to SharePoint and utilizes the embedded SQL Engine to process unsupported operations (often SQL functions and JOIN operations) client-side. With built-in dynamic metadata querying, you can visualize and analyze SharePoint data using native Power BI data types.

Getting Started

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Connect to SharePoint as an ODBC Data Source

If you have not already, first specify connection properties in an ODBC DSN (data source name). This is the last step of the driver installation. You can use the Microsoft ODBC Data Source Administrator to create and configure ODBC DSNs. 👁 Configure ODBC DSN. (Salesforce is shown.)

Set the URL property to the base SharePoint site or to a sub-site. This allows you to query any lists and other SharePoint entities defined for the site or sub-site.

The User and Password properties, under the Authentication section, must be set to valid SharePoint user credentials when using SharePoint On-Premise.

If you are connecting to SharePoint Online, set the SharePointEdition to SHAREPOINTONLINE along with the User and Password connection string properties. For more details on connecting to SharePoint Online, see the "Getting Started" chapter of the help documentation

Create Data Visualizations

After creating an ODBC DSN, follow the steps below to connect to the SharePoint ODBC DSN from Power BI Desktop:

1. Open Power BI Desktop and click Get Data -> More... to open the Get Data window. 👁 Open Get Data window.
   
2. In the Get Data window select Other -> ODBC to open the next window. 👁 Select ODBC.
   
3. Select the DSN in the menu. If you know the SQL query you want to use to import data, you can expand the Advanced options node and enter the query in the SQL Statement box. Otherwise, click OK to continue. 👁 Select the ODBC DSN. (Salesforce is shown.)
   
4. Choose Default or Custom as the authentication option and click Connect. 👁 Choose authentication option. (Salesforce is shown.)
   
5. Select tables in the Navigator dialog. 👁 The available tables. (Salesforce is shown.)
   

6. Click Transform Data to edit the query. The table you imported is displayed in the Power Query Editor. In the Power Query Editor, you can enrich your local copy of SharePoint data with other data sources, pivot SharePoint columns, and more. Power BI detects each column's data type from the SharePoint metadata retrieved by the driver.

   Power BI records your modifications to the query in the Applied Steps section, adjusting the underlying data retrieval query that is executed to the remote SharePoint data. When you click Close and Apply, Power BI executes the data retrieval query.

   Otherwise, click Load to pull the data into Power BI.

Create Data Visualizations

After pulling the data into Power BI, you can create data visualizations in the Report view by dragging fields from the Fields pane onto the canvas. Follow the steps below to create a pie chart (Salesforce shown):

1. Select the pie chart icon in the Visualizations pane.
2. Select a dimension in the Fields pane: for example, Name.
3. Select a measure in the Fields pane: for example, Annual Revenue.

You can change sort options by clicking the ellipsis (...) button for the chart. Options to select the sort column and change the sort order are displayed.

You can use both highlighting and filtering to focus on data. Filtering removes unfocused data from visualizations; highlighting dims unfocused data. You can highlight fields by clicking them:

You can apply filters at the page level, at the report level, or to a single visualization by dragging fields onto the Filters pane. To filter on the field's value, select one of the values that are displayed in the Filters pane.

Click Refresh to synchronize your report with any changes to the data.

Free Trial & More Information

If you are interested in connecting to your SharePoint data from Microsoft Power BI, or any applications that support ODBC connectivity, download a free, 30-day trial of the CData ODBC Driver for SharePoint. As always, our world-class support team is ready to answer any questions you may have.