When opening a new Power BI file from CEO Juice, you will need to connect it to your database before you can refresh your data. Please involve your IT Department as this will take some front end set up.
**If using Power BI for ID568 eAutomate Activity Trends, please GO HERE.
VPN connections are not recommended for users as they are VERY, VERY slow. A user could wait an hour or more for data to refresh/process only to come upon an error. It is better to install Power BI Pro on a local server that users can then access via cloud service. Watch this video for our top reasons you should sign up for Power BI Pro.
Use this link to purchase Power BI Pro: https://powerbi.microsoft.com/en-us/power-bi-pro/
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Options for running Power BI
Options for running Power BI
Your company will need to decide how extensively users will access these Power BI reports and dashboards.
Watch this video on Power BI options:
We highly recommend setting Power BI on a server managed by your IT Department alongside the use of Power BI Pro, as then you can (1) share the reports so users can access via the Power BI app from anywhere, (2) set for organization wide auto refreshes of your data, and (3) control who has access to your data within your organization. For this set up, you will be required to have a Power BI Pro license ($9.99 per month per user). Your IT Department should install using Admin Account login to Power BI Pro.
If you opt to only install for one user on their computer/laptop, .Net Framework 4.8 and 16GB RAM are required. The user will be able to share the report with anyone, giving you no way of securing your data.
Server Hosting Power BI (Highly Recommended):
Install and run Power BI Pro on a server so end-users can access on the cloud via Power BI Services. This enables your IT department to do all needed set up, automatic refresh of data, and controls security.
Requirements for that Server:
1. eAuto and CEO Juice databases must both be on the same SQL Server
2. Server must ALWAYS be turned on to ensure data is refreshing - best to install on the server CEO Juice accesses or your e-automate server
3. .Net Framework 4.8 or higher
4. 16GB RAM
5. Four cores for CPU
6. Power BI Pro Account ($10/month). Server and Users will need a Pro Account.
This link shows how to purchase and what is needed, such as info on purchase and assign licenses in the Microsoft 365 admin center, you must be a member of the global administrator or Billing administrator role in Microsoft 365.
**Power BI Pro is only needed for (1) whomever will download the templates and share to the workspace, and (2) for whomever will access the report in the workspace to create dashboards.
End User Running Power BI Reports (no server hosting):
1. 16GB RAM on computer/laptop
2. .Net 4.8 or higher
3. Can schedule auto refreshes via Power BI Services (device must be turned on during refresh times)
4. User can NOT share the report safely without a Power BI Pro License. HOWEVER, user can publish reports to the web, but these reports will then be made public, which isn’t ideal when you’re dealing with proprietary business data.
Here is proof!
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Steps (to be completed by your IT Dept)
Overview of Steps:
Steps 1 - 5 are all completed from the server:
- Step 1: Create SQL User with specified permissions
- Step 2: Set up ODBC Connection on server to host Power BI
- Step 3: Download Power BI Desktop onto server
- Step 4: Open CEO Juice template (.pbit file) and save as your report (.pbix)
- Step 5: Publish file to workspaces so other users can access
Step 6 is completed from the workspace at either server or PC level.
- Step 6: Enterprise Gateway Set Up and Schedule refreshes so your report updates at least daily
Step 1: Create SQL User with specified permissions
1. Will need at least version 4.8 of .Net Framework for Power BI
2. Before downloading Power BI and/or our file, IT will need to create a NEW login to the SQL Server running your e-automate and CEOJuice databases. Do NOT use ANY ANY existing SQL user for this purpose.
This user will be used to log in to the Power BI File. We suggest creating login "ceojuice_BI_User". This login will need db_datareader, db_datawriter AND db_executor OR db_owner rights to both your e-automate and CEO Juice databases.
If you do not have option for db_executor, please run this script to create (you will need to run against both your eAuto and CEO Juice databases):
CREATE ROLE db_executor
GRANT EXECUTE TO [db_executor]
Be sure to set user with no check mark at 'Enforce password policy':
Step 2: Set up ODBC Connection on server to host Power BI on your e-automate server
Create the ODBC Data Source (64-bit) connection on your e-automate server:
(if you are NOT setting up a dedicated server to run the Power BI service on, then this connection is set up on the PC of the Power BI end user)
Open the start panel in Windows, find Windows Administrative Tools and select ODBC Data sources (x64).
Go to the System DSN Tab and click Add:
Choose SQL Server as your Data Source and click Finish:
Give your new data source the name “CEOJuice_BI”. In Server, enter the SQL Server instance name of your e-automate server. Most of the time, you can click the drop down and it will search for available SQL Server instances. Select the one where e-automate resides, then click Next:
If you have your domain login with access to the e-automate and CEOJuice databases, you can select “With Windows NT Authentication using the network login ID”. Otherwise, select “With SQL Server authentication…” and enter your Login ID (ceojuice_BI_User) and Password as created in Step 1. Click Next:
Check the “Change the default database to” and click the drop down and select the CEOJuice database. Click Next:
On the next screen you have an option to test the connection. You should get these results from the test. Click Ok, then click Finish on the next window:
Step 3: Download Power BI Desktop
Download Power BI Desktop from here.
Please note Power BI Desktop is not intended as space to use and access dashboards. Desktop is intended for developers of Power BI Dashboards. You will use to download the CEO Juice templates and then share to workspace in the Power BI Service as shown in (Step 5).
Skip this as this is only an invitation to Microsoft Office, not Power BI:
Once you have installed Power BI Desktop, you are ready to open our template
Step 4: Open CEO Juice template (.pbit file) and save as your report (.pbix)
ID770 - Financial Dashboard File Link: http://hub.ceojuice.com/770
ID771 - Service MIF & Profitability File Link: http://hub.ceojuice.com/771
ID704 - Financial Performance Benchmarks Link: https://hub.ceojuice.com/id704
ID774 - Customer Business Review: https://hub.ceojuice.com/id774
ID281 - Customer Retention Link: https://hub.ceojuice.com/id281
ID517 - Sales Order Insights Link: https://hub.ceojuice.com/517
The links above will provide you a .pbit (template) to download.
Once you open our file, Power BI Desktop will automatically start refreshing the template with your data.
**Some users may see this error:
This is typically "because of administrative policy restrictions that the Power BI on-premises gateway placed on named pipes on the local machine." (https://docs.microsoft.com/en-us/power-bi/connect-data/desktop-error-launching-desktop)
If so, then you will need to right click on Power BI icon on your desktop, then right click on 'Power BI Desktop' to select 'Run as Administrator':
You may be prompted with this approval request multiples times as the data refreshes. Essentially at this point, the template is refreshing with your e-automate data. Please select RUN each time (note this can take quite a bit of time - hence the need for 16GB RAM as this is processing A LOT of data).
Once refresh is completed, save file to a File Folder for your CEO Juice Power BI Dashboards:
Go to File (upper left corner) and select Save As:
This MUST MUST MUST be a .pbix file format. We suggest giving the report a meaningful name along with the ID# as you will overwrite these files and their names in the future (as we release updated templates/versions)L
Now you are ready publish!
Step 5: Publish file to workspaces so other users can access
This will send the report so available in Power BI Services on Office365 cloud. First you will publish, then you will share.
Before you can publish and share, you will need to create the Workspaces. If installed on a laptop/computer, then this will use your Office365 login. If installed on server to host, then Office365 user logged in to Power BI Desktop must have a Power BI Pro License.
Login to your Office365 and download the Power BI App:
Please know that user access is set at the workspace level, so we highly recommend creating multiple workspaces. For example, you may want to create a workspace for Financials, Service, Contracts, and Sales because you may just want your CFO given access to Financials. See ideas below (ignore Demo and Dev workspace names):
Now that you've created your Workspaces, go back to your saved report in Power BI Desktop. Select Publish and the send to the designated Workspace:
Once published, you will see the reports and datasets in your Workspaces in your Power BI Service. Once all reports are in the workspace, be sure to select Create App to finalize steps for users to be able to access via the app:
*Please note, a Workspace is just that, a place to work on the report and should be reserved for those intending to create dashboards from existing reports. End users/consumers of reports really should just access via the Power BI App.
Name your App:
Set who has access to the App:
Can change color of App - then publish App:
You will automatically be given a link you can copy/paste to email directly to users to access the app. Select Go to app:
Now when you navigate to Apps, you can see the App you created:
This reports will show in the app:
When a user first access, that user will need to be in their Power BI app and select Apps, Get apps: App (be sure users log out and back into Power BI AFTER you publish):
User should select Organizational Apps to see the App you've just created:
Step 6: Schedule refreshes so your report updates at least daily
You will need to set automatic refreshes of your Power BI reports so users will always receive the most current data when they access the report. You must publish (Step 5) BEFORE you can schedule refreshes.
(1) First you will need to set up Enterprise Gateway, (****Please be sure to download the Enterprise Gateway on the server, NOT your personal PC.)
(2) then connect each Dataset to that Enterprise Gateway,
(3) and lastly you will set scheduled refreshes.
Setting up Data Gateway:
Download new Data Gateway / Standard Mode (this download can be found in Power BI Workspace). *****Please be sure to download the Enterprise Gateway on the server, NOT your personal PC.
**Be sure to download Standard Mode
Once downloaded, you will be prompted for Office365 login credentials. This must be a Power BI Pro licensed user with Admin credentials - ideally your Office365 Admin User:
Name data gateway CEOJuice Data Gateway and create a Recovery Key. Be sure to save this Recovery Key (CEOJuice will not track this for you):
Success, OK to close:
Connect each dataset to Enterprise Gateway:
Start by accessing the file via the Workspace. You MUST select Dataset Type (not Report), use the three dots to navigate to settings:
Go to Gateway Connection:
Select arrow to be taken to Data Source settings:
Enter these credentials exactly:
Then Data source credentials (use same User name and Password set in Step 1):
Once successful, go back to dataset in Workspace and connect the ODBC connection to your 'CEOJuice Data Source':
Go to Scheduled Refresh, turn ON, set time. Please be sure to set refresh times between 3AM - 6AM your time and DO NOT schedule any one data set to refresh the same time as another:
**This ensures our nightly background processes have completed which is required for refreshed data to push into your reports.
Connect to Teams:
You can set your Power BI files so users can access via Microsoft Teams, see this link on how to set: https://powerbi.microsoft.com/en-us/blog/power-bi-teams-up-with-microsoft-teams/
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When you receive notice from CEO Juice of updated template available, please be sure to download this template ASAP and replace your existing corresponding report. We issue updates as they provide enhancements and bug fixes.
Always be sure you have the most recent version of Power BI Desktop installed on your server.
Download the template from the URL, provided by CEO Juice, onto your server. This will automatically open Power BI Desktop for you and will automatically show you this 'Refresh' box. You can refresh from here, but it is much quicker and easier to do from your Power BI workspace (Step 5 below). We suggest (1) select 'Cancel', then (2) go to File to save as:
If you are prompted with this box you can select cancel as we will manually refresh later OR you can enter User name ceojuice_BI_User with password you created for this SQL user (by your IT dept, CEO Juice does NOT know this password).
Anytime you are prompted to Apply pending queries, just select 'Apply Later':
Save file as .pbix file type and name EXACTLY as you had before so it replaces your existing:
Publish the report to your Office 365 Power BI Workspace, select destination (same as where report exists already):
Will take just a few moments to publish:
Once completed, you can open the report in the workspace or select 'Got it' and login to Office 365 Power BI manually:
You can close Power BI Desktop and do not save (as you already have):
From the workspace, you can manually refresh the report using the circling arrow icon. Be sure to select 'Update App' if you are also using apps for consumers to access your Power BI Reports:
Review the dataset to ensure the Gateway Connection and Scheduled Refresh is still set:
Now are you DONE!