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Integrating and Visualising A number of Microsoft To Do Accounts with Energy BI


Integrating and Visualising Multiple Microsoft To Do Accounts with Power BI

It’s been some time that I take advantage of Microsoft To Do to organise my each day duties. From work-related duties to purchase groceries. Whereas Microsoft To Do is tremendous straightforward to make use of however there are some challenges in utilizing it extra effectively, particularly when you’ve got a number of O365 accounts inside totally different organisations. Listed here are among the challenges I confronted; it’s possible you’ll face different challenges too:

  • The Microsoft To Do app for Home windows gadgets could be very consumer pleasant with amazingly good options like the power so as to add a number of To Do accounts. Nonetheless, we presently have to pick out which account we wish to use and the app reveals all our duties inside that particular account. This implies we cannot see all our duties from all our accounts in a single place.
  • The Microsoft To Do app for iOS gadgets can be very helpful to make use of, nevertheless it lacks including a number of accounts. Therefore we can not see all our duties from a number of O365 accounts on the app. 🙁
  • We will use the Duties throughout the Microsoft Outlook desktop utility (I used the Home windows model) which is by far probably the most complete one with tons of options. Whereas we will see duties from a number of accounts in a single place, it’s a actual problem if I wish to know which job is assigned to which account. In addition to, it’s actually exhausting to reply some questions like, what number of high-priority duties I’ve for in the present day or the week forward. I do know, we will group duties, however, it’s nonetheless not so intuitive.

For the above causes, I looked for a product that may do all of the above without delay. After spending some hours, I believed, effectively, I’ve to do it myself.

With that, let’s go forward and see how we will get the job performed in Energy BI.

Observe:

This methodology isn’t working for Microsoft To Do utilizing private accounts akin to Outlook, Hotmail or MSN. If anybody is aware of easy methods to add these, please tell us within the feedback part beneath this publish.

It is a lengthy publish that took me an inexpensive period of time to put in writing. So I added the next desk of contents so you’ll be able to rapidly bounce to a topic of your curiosity.

Desk of Contents

How It Works

Microsoft Energy BI is NOT a reporting instrument solely. We will hook up with many knowledge sources, combine and match the information, create knowledge fashions and visualise the information. So it needs to be potential to connect with a number of To Do accounts, append the information, create a easy knowledge mannequin on high of that, and visualise the information to reply our questions or our prospects’ questions. The Microsoft To Do knowledge is accessible through the Microsoft Change On-line connector obtainable in Energy BI. The remaining is dependent upon our necessities and what questions we wish to reply.

In my case, through which I’m the end-user of the report, I would love to have the ability to know:

  • At this time’s duties: All duties that their StartDate or DueDate is in the present day or the Duties with none StartDate and DueDate
    • Variety of duties
    • Variety of vital duties
    • Duties by mailbox
    • Duties particulars
      • Process checklist
      • Process description
      • Standing
      • Begin date
      • Due date
      • A hyperlink to the duty itself that I can replace if I wish to
  • All Duties
    • All above plus
      • Variety of open duties
      • Variety of accomplished duties

You or your buyer(s) might need totally different necessities, however when you perceive easy methods to get the To Do knowledge from Microsoft Change On-line and do some knowledge explorations to seek out out what you might be after, you’ll be good.

Integrating A number of To Do Accounts in Energy BI

Earlier than we begin, I wish to encourage you to alter your Energy BI settings to permit parameterisation in all connection and transformation dialogue bins. The next steps clarify how to take action:

  1. In Energy BI Desktop click on the File menu
  2. Click on Choices and settings
  3. Click on Choices
  4. Within the Choices, window choose the Energy Question Editor tab
  5. Tick the At all times enable parameterization in knowledge supply and transformation dialogs choice
  6. Click on OK
Enabling the "Always allow parameterization in data source and transformation dialogs" feature in Power BI Desktop
Enabling the “At all times enable parameterization within the knowledge supply and transformation dialogs” characteristic in Energy BI Desktop

With that, allow us to get the Microsoft To Do knowledge in Energy BI Desktop.

Getting Information from the Supply

This part explains easy methods to get the information from Microsoft Change On-line for Microsoft To Do.

Observe these steps:

  1. Click on Get knowledge in Energy BI Desktop
  2. Seek for Microsoft Change
  3. Choose Microsoft Change On-line (you should use Microsoft Change as effectively, in our state of affairs each connections work the identical)
  4. Click on Join
Power Query connection to Microsoft Exchange
Energy Question connection to Microsoft Change
  1. Click on the Parameterise drop down button and choose the New parameter… choice to open the Magane Parameters window. This button is enabled as we beforehand enabled this characteristic.
  1. Kind in a Title for the parameter
  2. Change the Kind to Textual content
  3. Kind in your e-mail handle related together with your account within the Present Worth
  4. Click on New and repeat the method from step 6 for creating a question parameter for all To Do accounts you’d wish to combine
  5. Click on OK
Defining Query Parameters in Power BI Desktop
Defining Question Parameters in Energy BI Desktop
  1. Choose the specified question parameter within the Mailbox handle dropdown from the Microsoft Change connector
  2. Click on OK
Selecting a Query Parameter in a Connection Dialog box in Power BI Desktop
Deciding on a Question Parameter in a Connection Dialog field in Energy BI Desktop

Now we have a couple of choices on the Navigator window. We will analyse our Calendar, Electronic mail, and many others., however this weblog publish goals to get the information from Microsoft To Do. I depart that so that you can discover extra on these areas :).

  1. Tick the Duties desk. That is the desk that retains all To Do knowledge 😀
  2. Click on Rework Information
Getting To Do data in Power Query
Getting To Do knowledge in Energy Question

We are actually navigated to the Energy Question Editor with 3 queries showing on the Queries pane; the 2 question parameters we created earlier and the Process desk loaded from Microsoft Change On-line. Now we now have to repeat the method and get the information from our different accounts. After getting knowledge from all our accounts, we now have to arrange the information to fulfill our necessities.

Observe:

I renamed the queries to Process 1 and Process 2.

Power Query Connected to Multiple Microsoft Exchange Online Instances
Energy Question Linked to A number of Microsoft Change On-line Cases

Up to now, we linked to a number of Microsoft Change On-line sources. That’s the very first step. The subsequent step is to arrange the information to fulfill our necessities.

Information Preparation

I’ve to say that the information is effectively structured already; due to this fact, we now have to spend much less effort to arrange the information. The following couple of steps care for my necessities which may be totally different than yours:

  1. Proper-click every question
  2. Disable knowledge load (I want I may choose a number of queries and disable load for all chosen queries. Should you suppose it is a good concept that improves the event please vote for this concept which was posted a very long time in the past.)
Disabling Query Data Load in Power Query
Disabling Question Information Load in Energy Question

I disabled the information load as I require to Append the queries. I desire to append the queries right into a separate question, so it will be simpler to make modifications sooner or later if I require to alter something within the unique queries. I’ll revisit this level later on this publish.

  1. Choose a question from the Queries pane
  2. Click on the Append Queries dropdown button
  3. From the Residence tab, choose the Append Queries as New choice
Appending Queries as a New Query in Power Query
Appending Queries as a New Question in Energy Question
  1. Choose the primary and second queries you’d wish to append. In case you are appending greater than two tables click on the Three or extra tables radio button
  2. Click on OK
Appending two or more queries
Appending two or extra queries
  1. At this level it’s possible you’ll get the Info is required about knowledge privateness warning. We’re getting this warning as we’re appending the information from two knowledge sources which might doubtlessly result in knowledge leakage as the information can trasit from a knowledge supply to a different. In our state of affairs this isn’t a priority as we’re the proprietor of each knowledge sources. Click on the Proceed button
Data privacy warning in Power Query
Information privateness warning in Energy Question
  1. Set the privateness stage for all appending knowledge sources
  2. Click on Save
Configuring the Privacy Level for Queries in Power Query
Configuring the Privateness Degree for Queries in Energy Question

Essential notice:

I set the Privateness Degree to Organisational as I’m not coping with delicate knowledge on this specific instance. Make sure you fully perceive the totally different choices obtainable for configuring the Privateness Degree to forestall any potential knowledge leakage. Learn extra about Privateness Ranges right here.

  1. Choose the Append1 question from the Queries pane and rename it to Duties. You may rename a question by double clicking the question from the Queries pane.
Renaming a Query in Power Query
Renaming a Question in Energy Question

Now that we appended the queries, it’s good to take a look at the outcomes to see how most of the necessities we will meet with the information in its present form.

I can see within the knowledge that I’ve a Folder Path column. This column reveals me the totally different job lists I created in Microsoft To Do. The next picture reveals the information in Energy Question Editor side-by-side the Microsoft To Do duties from one in all my accounts.

Comparing To Do Tasks with Extracted Data from Microsoft Exchange Online
Evaluating To Do Duties with Extracted Information from Microsoft Change On-line

Revisiting the Necessities

Wanting nearer to the information reveals that the Topic column incorporates my duties; I’ve StartDate and DueDate columns in addition to Standing and Significance columns. my necessities, I can use all of these columns to assist my necessities colored in inexperienced:

  • At this time’s duties
    • Variety of duties
    • Variety of vital duties
    • Duties by mailbox
    • Duties particulars
      • Process checklist
      • Process description
      • Standing
      • Begin date
      • Due date
      • A hyperlink to the duty itself that I can replace if I wish to
  • All Duties
    • All above plus
      • Variety of open duties
      • Variety of accomplished duties

As you’ll be able to see, we will already meet many necessities, however what in regards to the necessities colored in purple? If we have a look at the information, we see no method to distinguish between duties coming from a number of accounts. This is a matter that we now have to resolve. One fast repair is so as to add a brand new Customized Column into each Process 1 and Process 2 queries utilizing the values of the 2 question parameters. Bear in mind, the question parameters comprise our e-mail accounts. As said earlier, we disabled knowledge load and appended the Process 1 and Process 2 queries as a brand new question. The Duties question should embody the brand new customized column.

  1. Click on the Duties 1 question from the Queries pane
  2. Click on the Customized Column button from the Add Column tab
  3. Give the brand new column a reputation
  4. Kind the corresponding question parameter title used for connecting to Microsoft Change On-line
  5. Click on OK
Adding Source as a New Custom Column in Power Query
Including Supply as a New Customized Column in Energy Question

If we scroll to the very finish (to the precise), we see our e-mail handle is added as a brand new column.

Now repeat the above steps (1 to five) for the Duties 2 question.

  1. Click on the Duties question from the Queries pane
  2. On the information view, scroll proper to the very finish to see the brand new Supply column presents
Checking the Source Column Exists in the Appended Query
Checking the Supply Column Exists within the Appended Question

With that, we are actually cable of figuring out duties by the mailbox.

So the one remaining requirement that the present knowledge doesn’t assist is a hyperlink to the duty to change the duty if wanted. This one is a bit tough as the information doesn’t recommend such a hyperlink on the first look. Let’s look extra completely on the Duties knowledge. There are 5 columns containing structured values throughout the Duties desk. We will click on on every cell of knowledge to see the underlying knowledge.

The Underlying Data of an Structured Value
The Underlying Information of a Structured Worth

Observe:

If we click on on the structured worth itself, Energy Question drills right down to the underlying knowledge. We have to click on the cell, not the worth.

Manually exploring all structured columns to discover a particular worth is usually a time-consuming course of. We will use some strategies to undergo the structured values, however these are out of the scope of this publish. Possibly I write a separate weblog publish about that later. However the excellent news is that I do know which column incorporates the URL to the Process. It’s the Attributes column. Observe these steps to broaden the Attributes column and the URL:

  1. Click on the Develop button on the precise facet of the Attributes column
  2. Untick the Choose All Columns
  3. Untick the Use unique column title as prefix choice
  4. Scroll down and tick the WebClientReadFormQueryString
  5. Click on OK
Expanding Structured Columns in Power Query
Increasing Structured Columns in Energy Question
  1. Double click on the WebClientReadFormQueryString column and rename it to Net URL
  2. Click on the Shut & Apply button from the Residence tab
Renaming Columns in Power Query
Renaming Columns in Energy Question

Up to now, we ready the information to assist all our necessities. Once we click on the Shut & Apply button on Energy Question Editor, it masses the information for all queries through which their Allow Load is lively. We disabled knowledge load for Duties 1 and Duties 2 tables. Subsequently solely the information of the Duties desk is loaded into the information mannequin.

Information Modelling

Within the earlier part of this weblog publish, we ready the information based mostly on our necessities. The information is now loaded into the information mannequin. If we have a look at the necessities once more, we see some factors that we now have to care for. Our necessities have two foremost components to analyse the information for At this time’s Duties and All Duties. To analyse At this time’s Duties, we require to determine if the DueDate falls into in the present day’s date. To have the ability to deal with date-related calculations, we require to create a Date desk. Learn extra in regards to the Date desk right here.

Creating Date Desk

We will create the Date desk both in Energy Question Editor or within the knowledge mannequin utilizing DAX. In my pattern, I create the Date desk utilizing DAX. Different bloggers over the web already wrote DAX expressions to create a Date desk. Some are quite simple, and a few are very advanced. I take advantage of an easy model utilizing the CALENDARAUTO() perform.

  1. Click on the New desk button from the Modelling tab
  2. Copy/paste the next DAX expression and press Enter
Date = 
    ADDCOLUMNS(
        CALENDARAUTO() 
        , "12 months", YEAR([Date])
        , "Month", FORMAT([Date], "MMMM")
        , "MonthOrder", FORMAT([Date], "MM")
        , "Day", DAY([Date])
        , "IsToday", [Date] = TODAY()
        )
Creating Date Table in Power BI Using DAX
Creating Date Desk in Energy BI Utilizing DAX

Marking Date Desk as Date

Up to now, we created a Date desk. Now we now have to mark it as Date. Learn extra right here to know what marking a Date desk as Date means and why we should always try this. Observe these steps to take action:

  1. Proper click on the Date desk
  2. Hover over Mark as date desk and click on the Mark as date desk from the context menu
  3. Choose the Date as Date column. Make certain the validation was profitable
  4. Click on OK
Marking Date Table as Date
Marking Date Desk as Date

Creating Relationships

Now that we efficiently created the Date desk and marked it as Date, we should create the connection between the Duties and the Date desk. Study extra in regards to the idea behind the relationships right here. Now we have a couple of choices in terms of create and handle relationships:

  • We will use the Handle Relationships button obtainable on the Report view, Information view and Mannequin view (proven within the following picture)
  • Or we will drag-and-drop key columns from a desk to a different
Manage Relationships in Power BI Desktop
Handle Relationships in Energy BI Desktop

The next steps present easy methods to create the connection from the Mannequin view utilizing the drag-and-drop choice:

  1. Click on the Mannequin view
  2. Drag the Date column from the Date desk and drop it on the StartDate column from the Duties desk. This creates an Energetic Relationship confirmed with a stable line between the Date and Duties tables
  3. Drag the Date column from the Date desk, however this time, drop it on the DueDate column from the Duties desk. This creates an Inactive Relationship between the 2 tables
Creating Relationships from the Model View with Drag-and-drop
Creating Relationships from the Mannequin View with Drag-and-drop

Learn extra about Energetic vs. Inactive relationships right here.

By creating the relationships, we will now assist all our necessities. Our date desk has an IsToday column that flags if a selected date is certainly in the present day’s date. We will use this column later to reply the questions round At this time’s Duties. With that, it’s time to create some measures.

Creating Measures

One of the vital frequent and undoubtedly a very powerful duties whereas growing a Energy BI knowledge mannequin is creating measures. With measures, we will do calculations akin to summations, averages, counts, and many others. There are two kinds of measures:

  • Implicit measures: Implicit measures or computerized measures proven with a Sigma icon (Implicit Measures In Power BI ) within the Fields pane in Energy BI Desktop. These are the measures which might be routinely created when utilized in a visible on the reporting canvas. In different phrases, we do not create implicit measures.
  • Specific measures: Specific measures then again are these ones we create throughout the knowledge mannequin utilizing DAX. The express measures additionally present up within the Fields pane in Energy BI Desktop. The icon for specific measures is a calculator (Explicit measures in Power BI).

Learn extra about measures right here.

It’s best observe at all times to create specific measures. After I point out making a measure, I check with specific measures. We should at all times create the measures to assist our necessities, so in our pattern, we are going to create the next measures:

  • Measures to calculate for all duties
    • Variety of duties
    • Variety of vital duties
    • Variety of open duties
    • Variety of accomplished duties
  • Measures to calculate for in the present day’s duties:
    • Variety of duties
    • Variety of vital duties

Right here is how we create a measure in Energy BI Desktop:

  1. From the Report view or the Information view, right-click the Duties desk
  2. Click on the New measure
  3. Kind within the following DAX expression
  4. Press Enter from the keyboard or click on the Submit button to create the Variety of Duties measure
Variety of Duties = COUNTROWS(Duties)
Creating a Measure in Power BI Desktop
Making a Measure in Energy BI Desktop

Repeat the above course of for the opposite measures utilizing the DAX expressions beneath.

Measures for All Duties

Essential Duties = 
    CALCULATE([Number of Tasks]
        , Duties[Importance] = "Excessive"
    )
Open Duties = 
    CALCULATE([Number of Tasks]
        , NOT(Duties[IsComplete])
    )
Accomplished Duties = 
    CALCULATE([Number of Tasks]
        , Duties[IsComplete]
    )

Measures for At this time’s Duties

Per our necessities for calculating At this time’s Duties, we now have to seek out all duties that their StartDate or DueDate is in the present day or the Duties with no StartDate and DueDate. This particular a part of the requirement incorporates three circumstances:

  • Duties beginning in the present day
  • Duties due in the present day
  • Duties with out StartDate and DueDate

So we will break the calculation into three separate measures. We then create a fourth measure so as to add up the outcomes of these three measures as beneath:

Duties Beginning At this time = 
    CALCULATE([Open Tasks]
        , 'Date'[IsToday]
        )
Duties Due At this time = 
    CALCULATE([Open Tasks]
        , 'Date'[IsToday]
        , USERELATIONSHIP('Date'[Date], Duties[DueDate])
        )
Duties with No Begin or Due Date = 
    CALCULATE([Open Tasks]
        , AND(ISBLANK(Duties[StartDate]), ISBLANK(Duties[DueDate]))
        )
At this time's Duties = [Tasks Starting Today] + [Tasks Due Today] + [Tasks with No Start or Due Date]

The final measure to create is At this time’s Essential Duties. The next DAX expression caters that:

At this time's Essential Duties = 
    CALCULATE([Today's Tasks]
      , Duties[Importance] = "Excessive"
    )

Now that we created all of the required measures, it’s time to visualise the information.

Information Visualisation

Up to now, we ready the information and constructed our knowledge mannequin. It’s time now to deliver our knowledge to life and constructed some significant knowledge visualisation. Once more, the overall rule of thumb is to take a look at our necessities first then begin visualising the information. In your comfort, I copy the necessities right here to keep away from transferring up and down on this weblog publish.

  • At this time’s duties: All duties that their StartDate or DueDate is in the present day or the Duties with none StartDate and DueDate
    • Variety of duties
    • Variety of vital duties
    • Duties by mailbox
    • Duties particulars
      • Process checklist
      • Process description
      • Standing
      • Begin date
      • Due date
      • A hyperlink to the duty itself that I can replace if I wish to
  • All Duties
    • All above plus
      • Variety of open duties
      • Variety of accomplished duties

One of many largest challenges in knowledge visualisation, whatever the visualisation instrument we use, is actual property. It’s fairly difficult to make use of the obtainable house on the report canvas to characterize the knowledge effectively. It isn’t value constructing a flashy and vibrant report that doesn’t inform a narrative in regards to the knowledge and doesn’t reply the enterprise questions mirrored within the necessities. Information visualisation is a serious subject that requires particular consideration to element. There are lots of greatest practices round knowledge visualisation which might be out of the scope of this weblog publish. So, I put collectively a easy knowledge visualisation that meets all the necessities.

All To Do Tasks
All To Do Duties
Today's Tasks
At this time’s Duties

Within the subsequent few sections, I rapidly clarify some easy strategies used within the above visualisation, leaving the remaining so that you can examine.

Exhibiting a URL hyperlink as a substitute of displaying a textual full hyperlink could be very straightforward. Observe these steps to get it performed:

  1. Choose the Net URL column from the Duties desk
  2. Choose the Net URL choice from the Information class dropdown from the Column instruments tab
  3. Click on the Desk visible
  4. Click on the Format tab from the Visualisations pane
  5. Seek for url
  6. Toggle on the URL icon choice
Showing URL Link in a Table Visual in Power BI
Exhibiting URL Hyperlink in a Desk Visible

Filtering the Information to Present At this time’s Duties Solely

As you’ll be able to see within the At this time’s Duties report web page, we now have a Desk visible containing the required columns from the Duties desk displaying all duties. We require to filter the information proven on the desk solely to indicate in the present day’s duties. It’s possible you’ll suppose that we will use the IsToday column from the Date desk on the visible filters. Suppose we filter the Desk visible utilizing the IsToday column when IsToday equals True. In that case, we’re placing a filter on the Date desk. The filter propagates to the Duties desk through the connection between the Date column from the Date desk and the StartDate column from the Duties desk. Subsequently, the values on the Desk visible are filtered solely when the beginning date is in the present day. However this isn’t what we require. The necessities clearly say, “At this time’s duties are all duties that their StartDate or DueDate is in the present day or the Duties with none StartDate and DueDate”. So we can not merely filter the values of the Desk visible by the IsToday column from the Date desk. The answer is easy. We already carried out the required logic within the At this time's Duties measure. We will put this measure on the Desk visible, which leads to displaying the right values.

Today's Tasks Measure Added to the Table Visual
At this time’s Duties Measure Added to the Desk Visible

Whereas it could look to be an excellent answer, it’s not supreme. In actuality, we aren’t including any insights by including the At this time's Duties measure to the Desk visible, because it reveals 1 in virtually all rows. Including a measure to a visible to solely remedy our drawback with out including any worth is inappropriate. A greater answer is to filter the Desk visible by the At this time's Duties measure. Observe these steps to see how:

  1. On the At this time’s Duties web page, click on the Desk visible
  2. Proper click on the At this time's Duties measure from the Fields pane
  3. Hover over Add to filters and click on Visible-level filters
Using a Measure in Visual-level Filters
Utilizing a Measure in Visible-level Filters
  1. On the Filters pane, choose the isn’t clean choice from the Present gadgets when the worth dropdown checklist
  2. Click on Apply filter
Filtering Visual Values Using a Measure in Visual-level Filters
Filtering Visible Values Utilizing a Measure in Visible-level Filters

It’s performed now.

Downloading the Pattern File

You may obtain the PBIT model of the report from right here.

As at all times, please let me know when you’ve got any feedback or suggestions through the feedback part beneath.

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