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Power BI Set Up - Connecting your database to Power BI files:

Jump to: Power BI Set Up Options | Steps for Install | Update Template

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.

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 ($15.00 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. 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

2. .Net Framework 4.8 or higher

3. 16GB RAM

4. Four cores for CPU

5. 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.

https://docs.microsoft.com/en-us/power-bi/admin/service-admin-purchasing-power-bi-pro

**Power BI Pro is only needed for (1) whomever will administer by downloading the templates and sharing to the workspace, and (2) for any consumer of reports (via workspace and/or app) (3) anyone needing 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:

Steps (to be completed by your IT Dept)

**Please complete ALL of these steps on your CEO Juice server AND be sure that server meets these minimum requirements:

1. .Net Framework 4.8 or higher

2. 16GB RAM

3. Four cores for CPU

 

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

Steps 6 - 7 are 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 7: Create Power BI App

Step 1:

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.

Found HERE:

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NOT Here:

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This user will be used to log in to the Power BI File. Please create login name of: ceojuice_BI_User. This login requires db_datareader, db_datawriter and db_executor roles to the CEOJuice database AND both db_datareader and db_executor roles to your eAuto/CoClient database.

This is needed because we read data from both and need to execute procs on both. We need db_datawriter to the CEOJuice database because we log certain activity there. 

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]

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Be sure to set user with no check mark at 'Enforce password policy':

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Step 2:

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):

 

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Go to the System DSN Tab and click Add:

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Choose driver type inline with your latest SQL Server version please:

 

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Give your new data source the EXACT 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:

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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:

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Check the “Change the default database to” and click the drop down and select the CEOJuice database.  Click Next:

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Then Finish:

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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:

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Step 3:

Step 3: Download Power BI Desktop & Create Workspace in Power BI Service

(a) 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 Power BI Desktop to download the CEO Juice templates and then share to a workspace in the Power BI Service as shown in (Step 5).

Once you have downloaded Power BI Desktop, please you are ready to open our template

(b) Create Workspace in Power BI Service. Log into your Office 365 account Go to Power BI (you may need to search your apps to add).

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In left margin, select Workspaces (NOT My Workspace):

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Click on + New Workspace and name CEO Juice:

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Now you are ready to download templates! 

Step 4:

Step 4: Open CEO Juice template (.pbit file) and save as your report (.pbix)

ID770 - Financial Insights: http://hub.ceojuice.com/770

ID771 - Profit Insights: http://hub.ceojuice.com/771

ID704 - Financial Performance Benchmarks: https://hub.ceojuice.com/id704

ID774 - Customer Business Review: https://hub.ceojuice.com/id774

ID281 - Customer Retention: https://hub.ceojuice.com/id281 

ID517 - Sales Order Insights: https://hub.ceojuice.com/517

**When downloading template for first time (not subsequent updates/revisions), please allow up to 30 minutes before attempting to refresh to allow our background tables to populate. Please also note this report has needed variables on your ID517 subscription, review varaibles tab HERE please.

ID772 - Inventory Management: https://hub.ceojuice.com/id772

**This one requires you have ID806 installed and running, so please be sure you subscribe HERE. Without ID806 in place, the refreshes for ID772 will fail.

ID568 - eAuto Activity Trends: https://hub.ceojuice.com/id568

ID28 - Tech Productivity: https://hub.ceojuice.com/id28

 

 

The links above will provide you a .pbit (template) to download. 

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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)

 

 

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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':

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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).

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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:

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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). As you save each template as a .pbix file, you will publish each to your CEO Juice workspace. 

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Now you are ready publish one report at a time. A few important notes:

1. ID517/Sales Order Insights has variables which we HIGHLY recommend setting on your ID517 subscription. Please see this link for details:https://support.ceojuice.com/hc/en-us/articles/4557448274324-ID517-Power-BI-Sales-Orders-Insights-Overview-Sample-#h_8af225ce-3e03-4d51-b4be-ad5db9267395

2. ID517/Sales Order Insights will NOT refresh immediately, so best to not attempt refresh from Power BI Desktop. Let it refresh 45 min after you publish to the workspace as we have background tables that will auto install and run automatically.

3. ID772 requires you be subscribed to ID806/Inventory Turns. The refresh will error out if you are not already running ID806. This refresh will also NOT work until the day after you subscribe to ID806.

Step 5:

Step 5: Publish file to workspaces

This will send the report to your Power BI Service in Office365 cloud. 

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Publish to your CEO Juice workspace:

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Once you have published ALL of your Power BI Reports to your CEO Juice workspace, you will need to set up scheduled refreshes (Step 6 below).

*Please note, a Workspace is just that, a place to work on the report and should be reserved for those managing the refreshes and those intending to create dashboards from existing reports. End users/consumers of reports should only consume reports via the Power BI App (Step 7 below).

 

Step 6:

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. Please schedule those refreshes between 4AM - 8AM your local time as we have background processes that run each night. This ensures you have the most up to date data from the day before.

 

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.GW1.png

**Be sure to download Standard Mode

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Once downloaded, you will be prompted for Office365 login credentials. This must be the same Office 365 user set for this entire Power BI process.

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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):

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Success, OK to close:

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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:

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Go to Gateway Connection:

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Select arrow to be taken to Data Source settings:

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Enter these values exactly:

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Then Data source credentials (use same User name and Password set in Step 1):

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Once successful, go back to dataset in Workspace and connect the ODBC connection to your 'CEOJuice Data Source':

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Schedule Refreshes:

Go to Scheduled Refresh, turn ON, set time. Please be sure to set refresh times between 4AM - 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.)

**ID517/Sales Order Insights MUST be set to refresh at the top of the hour (i.e. 6:00, not 6:30) and can be set to refresh multiple times per day (i.e. 6AM, 9AM, 2PM, 4PM).

 

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Connect to Teams

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/

 

Step 7:

Step 7: Create Power BI App

The Power BI App is where consumers of the reports will access (not the workspace).

Go to your CEO Juice workspace and select Create App:

There are three sections to the App: Setup / Content / Audience

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Setup:

Here you will be required to add Enter a summary with option to upload logo and change app color:

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Scroll down and be sure to check off box Install this app automatically:

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Content:

Select Next: add content:

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Select + Add Content:

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Select ALL your reports, then click Add:

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Now select Next: Add audience:

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Audience:

The audience is where you set different groups with accessing to needed reports. Audiences enables you to control access so all consumers don't need to have access to ALL reports. You may, for example, want to set an Audience for Service so they only have access to service reports (not your financials) and an audience for Sales.

Click on +Audience to create groups for these permissions:

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Double click in the New Audience to rename (i.e. Service, Sales):

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Click on any report to NOT be visible/accessible to this audience. This will gray it out. And add Office365 users to have access to this audience:

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Once you've created all needed audiences and added who has access, select Publish App:

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We suggest copying this link to send to end users so they can easily access the Power BI app. **Remember ANYONE accessing reports from the app DOES NEED a Power BI Pro license:

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Sample of how App looks. Since you are Admin to the workspace, you see everything in the app.

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For users with permissions to specific audience, they will only see the reports added to that audience. For example, Sales audience only sees ID517 as shown below (they will not see the other audiences):

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YOU ARE FINALLY DONE! Reach out to us at help@ceojuice.com with any questions!

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Update Template

Update Template

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.

Step 1:

Always be sure you have the most recent version of Power BI Desktop installed on your server.

Step 2:

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:

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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).12.PNG

 

Step 3:

Save file as .pbix file type and name EXACTLY as you had before so it replaces your existing:

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Step 4:

Publish the report to your Office 365 Power BI Workspace, select destination (same as where report exists already):

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Will take just a few moments to publish:

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Once completed, you can open the report in the workspace or select 'Got it' and login to Office 365 Power BI manually:

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You can close Power BI Desktop and no need to save (as you already have):

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Step 5:

From the workspace, you can (1) manually refresh the report using the circling arrow icon. 

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Step 6:

Review the dataset to ensure the Gateway Connection and Scheduled Refresh is still set:

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Step 7:

Update the APP. Any changes made to the workspace will NOT automatically push to the Power BI App.

Update

 

Update

Now are you DONE! 

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