How to Navigate and Search Content with Power BI

In this article, we look at using Power BI to Navigate content. We also provide tips for using the tool for searching and even sorting content in workspaces.

Organizations often have to deal with a lot of trouble managing tons of data, which is flooding their systems with thousands of files folders and documents. Accessing required data in the mess of these databases can sound like a nightmare. But thankfully there are features like Power BI with which users can actually access their data without getting entrapped in the database jungle.

Navigate and Search Content with Power BI

Power BI is used for content organization. It is responsible for categorizing and separating user’s content into reports, datasets, workbooks, and dashboards. It also helps in classifying different types of content making it easier for the user to locate it.

Content created by the user for his personal space is stored in My Workspace, while the content which is shared by the user is stored in App Workspace. Content which is used frequently or demands quick access is stored in Favorites. Content which has been shared with the user is saved in Shared with me and last-viewed content can be access through Recent. If all of these Power BI’s are used properly then the user will be able to keep his/her system organized at all times.

Note: One additional and very effective way of organizing your content is by picking up the dashboard that you are likely to use frequently and setting it up as your own featured dashboard. Each time the user will open Power BI service, this dashboard will automatically display first on his/her screen.

Favorite Dashboards and Apps

Users can mark as many as files as their favorite as they like, this helps in ensuring that they have a quick access to their documents. It can also be beneficial for other users who operate through the user system to allocate these files. 

Users often are unable to keep a track of all the files that they access or visit while working on a project. Well, by setting these files as their favorite, user will be able to access them whenever they want. The best part about these features that users can undo these setting and un-favorite these files when they are no longer required on a daily basis.

Tips for Searching and Sorting Content in Workspaces

A workspace consists of four Content Tabs: Dashboard, Workbooks, Reports, and Datasets. And they all comprise of a sort button and a search field. When a user starts off using Power BI service, he/she might not find it beneficial as it will comprise of two or three items in each tab. However, with time users will create a long list of folders with their content, which will make it essential for you to use the sorting and searching tools effectively.  

In order to find a file or folder, from your database, the user just needs to write the name of the file in the search bar given in the dashboard. In order to sort their search results, the user can use the content sorting feature ‘SORT By’ available on the current page. The options will be sorted based on the name of the file or according to the recently used files.  

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Author Introduction:

Victor Simon is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including access recovery and sql recovery software products. For more information visit

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