Connecting to PowerApps and Dataverse in Power BI
Introduction
Microsoft Power BI, PowerApps, and Dataverse are key components of the Power Platform. PowerApps allows users to build applications without extensive coding knowledge, and Dataverse serves as a robust data storage solution. Power BI can connect to PowerApps and Dataverse to analyze and visualize data efficiently. This integration helps organizations gain insights from their apps, track performance, and make data-driven decisions.
This guide provides a detailed and step-by-step explanation of how to connect Power BI with PowerApps and Dataverse.
Understanding Dataverse and PowerApps
What is Dataverse?
Dataverse (formerly known as the Common Data Service – CDS) is a cloud-based data storage service that allows businesses to securely store, manage, and model structured and semi-structured data. It is tightly integrated with PowerApps, Power Automate, and Power BI, enabling organizations to build applications and automate workflows.
What is PowerApps?
PowerApps is a Microsoft service that enables users to build custom applications with little to no coding experience. It provides a low-code development environment where business users can create interactive forms, mobile apps, and web apps.
Why Connect Power BI to PowerApps and Dataverse?
- Analyze App Data – Get insights into user activity, app usage, and performance.
- Create Interactive Reports – Build dashboards based on PowerApps data.
- Automate Data Updates – Keep Power BI reports updated with the latest data.
- Combine Multiple Data Sources – Blend Dataverse data with external sources.
Methods to Connect Power BI to PowerApps and Dataverse
Power BI allows users to connect to PowerApps and Dataverse using different methods:
- Using Power BI Desktop’s Dataverse Connector
- Exporting Data from PowerApps to Power BI via Power Automate
- Embedding Power BI Reports into PowerApps
- Using Direct Query or Import Mode for Dataverse Data
Each method serves a different purpose, and this guide will cover them in detail.
Method 1: Connecting Power BI to Dataverse using Power BI Desktop
Power BI provides a built-in Dataverse connector that allows direct access to Dataverse tables.
Step 1: Open Power BI Desktop
- Download and install Power BI Desktop if you haven’t already.
- Launch Power BI Desktop.
Step 2: Select Dataverse as the Data Source
- Click on Home → Get Data.
- In the Get Data window, search for Dataverse.
- Select Dataverse and click Connect.
Step 3: Sign in to Microsoft Account
- A login prompt will appear.
- Sign in with your Microsoft 365 credentials (the same account used in PowerApps and Dataverse).
- Grant the necessary permissions to access Dataverse.
Step 4: Choose a Table from Dataverse
- After authentication, Power BI will list all Dataverse tables.
- Select the table you need (e.g.,
Accounts,Contacts,Opportunities). - Click Load to import the data.
Step 5: Transform the Data (Optional)
- Use the Power Query Editor to clean, transform, and filter data.
- Click Close & Apply to load the modified data into Power BI.
Step 6: Build Reports and Dashboards
- Use Power BI’s visualization tools to create charts, graphs, and dashboards.
Step 7: Publish the Report to Power BI Service
- Click Publish to share the report online with your team.
Method 2: Exporting Data from PowerApps to Power BI via Power Automate
If you need real-time updates in Power BI from PowerApps, you can use Power Automate to export data.
Step 1: Create a Power Automate Flow
- Go to Power Automate (flow.microsoft.com).
- Click Create → Automated cloud flow.
Step 2: Select a PowerApps Trigger
- Choose PowerApps (V2) as the trigger.
- Click New Step → Add a Dataverse Action.
Step 3: Retrieve Data from Dataverse
- Select Get Rows (Dataverse) action.
- Choose the table (e.g.,
Customer Orders). - Set conditions if needed.
Step 4: Send Data to Power BI
- Add a new action “Add rows to dataset” (Power BI).
- Select the Power BI workspace and dataset where data should be updated.
- Map Dataverse fields to Power BI fields.
Step 5: Save and Test the Flow
- Click Save and Test the flow by running it from PowerApps.
- Check if data is correctly updated in Power BI.
Method 3: Embedding Power BI Reports into PowerApps
You can display Power BI reports inside PowerApps using the Power BI tile control.
Step 1: Open PowerApps
- Go to PowerApps Studio (make.powerapps.com).
- Open an existing app or create a new one.
Step 2: Add Power BI Tile Control
- Click Insert → Charts → Power BI tile.
- Select Add a Power BI report.
Step 3: Configure Power BI Tile
- Select your Power BI workspace, dashboard, and tile.
- Resize the control as needed.
Step 4: Publish and Test
- Save and publish your PowerApps app.
- Test the app to see the embedded Power BI report.
Method 4: Using Direct Query or Import Mode for Dataverse
Power BI allows two connection modes for Dataverse:
- Import Mode – Loads a copy of Dataverse data into Power BI.
- Direct Query Mode – Fetches live data from Dataverse.
How to Choose the Right Mode?
- Use Import Mode for fast performance (requires periodic refresh).
- Use Direct Query Mode for real-time data (slower but always up to date).
To enable Direct Query Mode, follow these steps:
- In Power BI Desktop, go to Options → Direct Query.
- Select Allow Direct Query for Dataverse.
This ensures Power BI retrieves the latest data whenever the report is refreshed.
Best Practices for Connecting Power BI to PowerApps and Dataverse
- Optimize Data Models – Reduce unnecessary columns and rows.
- Use Incremental Refresh – Avoid reloading large datasets daily.
- Enable Role-Based Security – Restrict access to sensitive data.
- Schedule Data Refreshes – Automate updates in Power BI Service.
- Use PowerApps for Data Entry – Allow users to input data via PowerApps while viewing reports.
Conclusion
Integrating Power BI with PowerApps and Dataverse provides a powerful way to analyze and visualize business data. By following the methods outlined above, you can connect, transform, and display Dataverse data in Power BI efficiently. Whether you need real-time data updates, embedded reports, or scheduled refreshes, Power BI provides multiple ways to connect with PowerApps and Dataverse.
Would you like additional guidance on a specific use case? Let me know how I can help!