To set up your Reporting & Analytics dashboard you need to be assigned to the Application Administrator or the Records Manager role.
Make sure you have the latest version of Power BI Desktop installed. Power BI Desktop is free.
Our Reporting & Analytics solution offers a comprehensive reporting data feed as well as pre-build Microsoft Power BI dashboards enabling you to rapidly gain insights into content managed by Records365. You can leverage the pre-built dashboards as a starting point to build your own tailored dashboards. In addition, you can use Power BI to integrate over 60 other data sources to create powerful visualization across different reporting repositories in your organizations.
You need to download two (2) Records365 reporting files from the Records365 portal in order to run reports in Records365:
For more information about Power BI Custom Data Connectors, click here.
If you are unable to download the reporting files because the Reporting & Analytics page appears disabled then please contact to support to enable this feature for you.
The table below documents the system requirements that must be met by the computer that is running Power BI.
|# Records365 records||Memory required|
|Up to 2.5 Million Records||8GB|
|Up to 5 Million Records||16GB|
|Up to 10 Million Records||32GB|
|More than 10 Million Records||64GB|
Follow these steps to access the Records365 reporting files files:
Now, re-open Power BI Desktop, and to check that the Custom Connector has successfully been installed:
If you have used the previous version of the reporting solution, you might see a Records365 Beta connector. This connector can be removed from your Custom Connectors folder and replaced with the one retrieved on the previous step. You must have the latest version of the Data Connector & dashboard Template to successfully connect with your data. The previous template is no longer compatible. Any custom reports need to be recreated using the new template.
Now that the Custom Data Connector is installed, you can access data from Records365 in Power BI! Start by opening the Records365 Reporting & Analytics dashboard.pbix downloaded in the previous step.
You should see the dashboard visualizations display:
The dashboard is still displaying sample data at this point. Let’s set-up the dashboard and populate it with live data from your Records365 tenancy:
You may be prompted with pop-ups to establish connection with your data. Select “Anonymous” and click connect. The Shared Access Signature URL contains all the information needed to securely access your data.
Tips for first time users:
Walking through all of the features of Power BI that our Reporting & Analytics dashboard uses is beyond the scope of this documentation. We recommend that you look at this article to help you get started with using Power BI.
Our prebuilt reporting dashboard should be used as template to build additional visualizations and reports. The following articles provide additional guidance on how to extend the prebuild dashboard:
You are encouraged to create your own custom reports. However, we highly recommend you use the provided template as your starting point. Many data relationships and queries structures have been built in the template so that you can achieve best performance. Building custom reports without using the Records365 dashboard Template can be done but it is outside our support terms.
Our Reporting & Analytics solutions gives you access to the following data feeds
You may mix and match reporting data from any of these reporting data feeds in order to create tailored visualizations and reports.
Commonly used source fields are now available for reporting. Currently, preselected fields from SharePoint Online and the physical records management module are available. The table below shows the fields that are currently available:
|Field Name||Content Source|
|WebUrl||Share Point Online|
You can easily find the source fields by searching for “String|” on the Fields side panel within Power BI.
Over time you may notice that your report takes longer and longer to refresh as the amount of reporting data increases. You can optimise the refresh time by configuring your Power BI installation to only fetch the most recent reporting data from Records365.
Use the below steps to reduce the time needed to refresh your reports:
Before removing the quarter from the Refresh Button, make sure you have synced the data from that quarter to avoid missing records.