From Data to Documents: Automating Reports with Power BI Paginated Reports

 What Are Paginated Reports?

Paginated Reports are perfect when you need:

  • Fixed layouts (just like traditional reports)

  • Reports that are print-ready or exported to PDF/Excel

  • To handle large volumes of data (like a 10,000-row invoice list)

  • Repeated layouts per group (like one invoice per customer)

How It Works: From Data to Documents

Step 1: 📊 Connect to Data

  • Use Power BI datasets, SQL Server, Azure SQL, or other sources

  • Power BI Paginated Reports can reuse existing models and datasets

Step 2: 🧱 Design the Template

  • Use Power BI Report Builder (drag-and-drop tool)

  • Add:

    • Tables

    • Images (e.g., logos)

    • Grouping logic

    • Page headers/footers

    • Parameters (like Customer ID)

Step 3: 🛠 Set Up Automation

  • Upload the .rdl report to the Power BI Service

  • Use subscriptions or Power Automate to:

    • Schedule the report to run daily/weekly

    • Automatically export to PDF/Excel

    • Email it to users or upload to SharePoint

Step 4: 📤 Generate & Distribute Documents

  • The report auto-generates as:

    • A document for each user/customer

    • Formatted perfectly (just like you want it)

  • No manual effort required for repetitive tasks

Real-World Use Cases



Standard Power BI Report vs. Paginated Report


Benefits of Automating Paginated Reports

  • ⏱ Saves Time – no more copy-pasting data into templates

  • 📥 On-Demand or Scheduled – get your reports when you need them

  • 📄 Consistent Output – every document looks professional

  • 🔐 Secure – distribute reports to the right people only

 Summary

Power BI Paginated Reports help bridge the gap between data insights and formal documentation. With automation, you turn live data into custom reports that are easy to share, print, and deliver — with zero manual effort.



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