Working with JSON and XML Data

Working with JSON and XML Data in Power BI

Power BI supports importing and working with data in various formats, including JSON (JavaScript Object Notation) and XML (Extensible Markup Language). These formats are widely used in web services, APIs, and data exchanges. Understanding how to handle JSON and XML data in Power BI is essential for integrating external data sources efficiently.

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1. Introduction to JSON and XML

Before diving into Power BI, let’s understand what JSON and XML are:

JSON (JavaScript Object Notation):

• A lightweight data-interchange format that is easy to read and write.
• Uses key-value pairs and arrays to structure data.
• Commonly used in APIs, NoSQL databases, and web applications.
• Example: { "employees": [ { "name": "John", "age": 30, "department": "IT" }, { "name": "Anna", "age": 25, "department": "HR" } ] }

XML (Extensible Markup Language):

• A markup language that defines a set of rules for encoding documents.
• Uses nested tags to structure data hierarchically.
• Commonly used in web services (SOAP), data storage, and configurations.
• Example: <employees> <employee> <name>John</name> <age>30</age> <department>IT</department> </employee> <employee> <name>Anna</name> <age>25</age> <department>HR</department> </employee> </employees>

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2. Importing JSON Data into Power BI

Power BI allows you to import JSON files from various sources, such as local files, web services, and databases.

Step-by-Step Guide to Import JSON Data:

1. Open Power BI Desktop
   • Launch Power BI Desktop on your system.
2. Go to “Get Data”
   • Click on Home > Get Data > More.
3. Select JSON as the Data Source
   • In the “Get Data” window, search for “JSON.”
   • Select JSON and click Connect.
4. Choose the JSON File
   • Browse and select the JSON file stored locally.
   • If the JSON is from a web API, choose Web instead of JSON and provide the API URL.
5. Load Data into Power Query Editor
   • The JSON data will load into Power Query as a single column containing “Record” or “List” values.
   • Click on the small icon next to “Record” or “List” to expand the data.
6. Transform JSON Data into a Tabular Format
   • Click on the Expand Column button to extract fields.
   • If the data contains nested structures, expand multiple levels until you get a tabular format.
7. Convert Data Types
   • Ensure that fields are converted to appropriate data types (e.g., Date, Text, Number).
8. Load Data into Power BI
   • Click Close & Apply to load the transformed data into Power BI for visualization.

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3. Importing XML Data into Power BI

XML data is commonly used for structured data storage and exchange.

Step-by-Step Guide to Import XML Data:

1. Open Power BI Desktop
   • Launch Power BI.
2. Go to “Get Data”
   • Click Home > Get Data > More.
3. Select XML as the Data Source
   • In the “Get Data” window, search for “XML.”
   • Select XML and click Connect.
4. Choose the XML File
   • Browse and select the XML file stored locally.
   • If the XML is from a web API, use Web and enter the API URL.
5. Load XML Data into Power Query Editor
   • XML data loads in a hierarchical structure.
   • Click the small expand button to extract nested data.
6. Flatten XML Data into a Tabular Format
   • Expand columns and sub-columns until data is in a structured table.
7. Convert Data Types
   • Ensure appropriate data types are set.
8. Load Data into Power BI
   • Click Close & Apply to use the data in reports.

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4. Connecting to JSON and XML from Web APIs

If your JSON or XML data comes from an API, follow these steps:

1. Select “Web” from “Get Data”
   • Instead of choosing “JSON” or “XML,” choose Web.
   • Enter the API URL that returns JSON or XML.
2. Authenticate If Required
   • Some APIs require authentication (e.g., API keys, OAuth).
   • Provide necessary credentials.
3. Navigate to the JSON or XML Response
   • Expand hierarchical data as needed.
4. Transform and Load
   • Clean up data, convert types, and load into Power BI.

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5. Common Transformations for JSON and XML Data

Flattening Nested JSON/XML Structures:

• Use the Expand Column feature to extract nested lists/records.

Handling Missing or Null Values:

• Use Replace Values to replace null with default values.

Renaming Columns for Readability:

• Rename extracted fields to user-friendly names.

Changing Data Types:

• Convert text-based numeric or date fields to proper data types.

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6. Using DAX and Visualizations with JSON/XML Data

• Use DAX functions to create calculated columns or measures.
• Create charts and tables based on extracted JSON/XML fields.
• Use relationships if your JSON/XML data is linked across multiple entities.

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7. Best Practices for JSON and XML in Power BI

✔ Use API Pagination: When dealing with large JSON/XML APIs, ensure pagination handling.
✔ Optimize Queries: Expand only necessary fields to improve performance.
✔ Schedule Refresh: If fetching from an API, enable scheduled refresh in Power BI Service.
✔ Use Parameters: Store API URLs or file paths in parameters for flexibility.
✔ Validate Data Types: Ensure data types are correct to avoid errors in calculations.

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8. Conclusion

Working with JSON and XML data in Power BI is essential for integrating external sources. By using Power Query transformations, expanding hierarchical data, and applying best practices, you can efficiently use JSON/XML data in reports. Whether importing from local files, APIs, or databases, Power BI provides powerful tools to structure and analyze the data for insightful visualizations.

Would you like a practical example or sample dataset for hands-on practice?