A bookmark is a method of saving a specific page view for future reference. It is a saved shortcut that reduces the user’s time and effort. In this article we will how to create bookmarks in Microsoft Power BI.
We know that we can bookmark our search pages on web browsers, so that we can easily open those pages from bookmarks whenever we wish to refer them in future. Similarly in Power BI also, if we have created some visuals in the Power BI workbook, we can bookmark our page with all the criteria, controls, filters etc. applied on that page. Later if we wish to open that same page (which we have bookmarked) with all the criteria, controls and filters applied before, we can open that using bookmarks.
How to Create a Bookmark in Microsoft Power BI?
Let us say we create a state-wise sales report for all the states of US, and we wish to bookmark this report for future reference. For this, we load the ‘Orders’ table in our Power BI workbook. We have a page named as ‘Bookmarks’ in our workbook. After loading the required ‘Orders’ table in our workbook, following steps can be used to create a state-wise sales report for the same:
- In order to create the sales report, we pull out the state and sales information from the ‘Orders’ data. To do this, we first open the ‘Orders’ table in the ‘Fields’ pane in the ‘Bookmarks’ page as below:
- Now insert a column chart by selecting the desired chart template from the ‘Visualizations’ pane:
- Now in the ‘Visualizations’ pane, drag ‘States’ over ’Axis’ and ‘Sales’ over ‘Values’ from the ‘Fields’ pane of the column chart:
So we get a state-wise sales column chart sorted in descending order with maximum sales belonging to state ‘California’:
This way we have listed all our states by sales in descending order.
- Next we apply some filters on this. For this, let us create slicers by selecting or clicking on the ‘Slicer’ button from the ‘Visualizations’ pane as below:
- On clicking on ‘Slicer’, we will see that we have a blank slicer as below:
- Now let us create our very first slicer for year. To do this, we drag ‘Order Date’ to the ‘Field’ section of the ‘Visualizations’ pane, and we get the slicer as below:
This is a type of slicer where we can type the start date and end date. Let us pass the start date as 1 Jan 2015, and end date as 31 December 2015:
- Now let us insert one more slicer for ‘Ship Mode’ by clicking on the ‘Slicer’ button, and thereafter dragging ‘Ship Mode’ to the ‘Field’ section of the ‘Visualizations’ pane:
- Now let us select ‘Second Class’ in ‘Ship Mode’:
- Also convert this slicer to dropdown as follows:
So our ‘Ship Mode’ slicer will look like below:
- Now if we select ‘Second Class’ from the ‘Ship Mode’ dropdown, the column chart we have will be having ‘Second Class’ as the ship mode information and 2015 as the year:
Now that we have created the state-wise sales chart or report, we wish to bookmark this page. In order to bookmark, let us follow the below steps:
- Click on ‘View’ tab at the top and checkmark ‘Bookmarks Pane’:
So this will open ‘Bookmarks Pane’ as below:
- Now to bookmark this currently configured page having a column chart along with two slicer controls, let us click on ‘Add’ button in the ‘Bookmarks’ pane:
So we can see that we get a link to open the bookmark as below:
- Now let us rename this bookmark to ‘Sales 2015 (Second Class)’ by right-clicking on the link and then selecting rename:
Now to test how our bookmark is working, let us make some changes in the slicer controls, say we select ‘Standard Class’ in the ‘Ship Mode’ dropdown and increase the period of ‘Order Date’ slicer so that we have the entire period dataset:
- Now if we click on the bookmark link, the column chart and slicers will automatically change to the view that belonged to the bookmark:
So we can see in the above screenshot that the slicers have changed to ‘Second Class’ as shipment mode and ‘2015’ as the order date.
Thus, we can see that our bookmark is working properly.
So with the help of bookmark, if we have inserted multiple visuals in a page along with some filters applied and have captured that view by bookmarking that page, then we can open that view in future.
We can now even switch between visuals on a page with the help of a bookmark. For instance, in the above case, we had a state-wise sales data in a column chart. Now let us say we create one more page in our workbook as ‘Bookmarks2’ and insert a state-wise sales data in a map chart as well as in a column chart. So with the help of a bookmark, let us see how we can switch between column chart and map chart.
- First insert a column chart as done before in the new page ‘Bookmarks2’ of the workbook:
- Now to insert the map chart, copy this column chart and paste it on the same page. So we get a visual as below:
- Now select the second column chart and then select the ‘Map’ button from the ‘Visualizations’ pane. This will convert the copied column chart to map chart:
- Now let us open the ‘Selection Pane’ under the ‘View’ tab:
Now let us say we wish to create a bookmark where we want only one of the charts to be visible. To do this, let us first hide one of the chart from the ‘Selection Pane’ by clicking on one of the eye button across the chart object ‘Sales by State’ as follows:
So we can see that only one of the chart is visible, i.e. Column Chart.
- Now we click on ‘Add’ button under the ‘Bookmarks’ pane, and we get a bookmark link:
We can right click on the link rename this as ‘Show Column Chart’:
Similarly, we can now create a bookmark where we hide the column chart and show map chart only. We follow the same steps as above to do this.
- We again click on ‘Add’ button under the ‘Bookmarks’ pane, and we get a bookmark link:
- Now we rename this bookmark to ‘Show Map Chart’.
Let us now see how we can call these two bookmarks without the help of ‘Bookmarks Pane’. To do this, we can insert a button or a shape that can perform the action of our bookmark.
- So to create a button, let us click on ‘Shapes’ dropdown in the ‘Home’ tab and select ‘Rectangle’:
- Now we click on this rectangle shape and then select some options in the ‘Format Shape’ pane: Turn on ‘Actions’ and assign the action ‘Bookmark’ to it by selecting ‘Bookmark’ in the ‘Actions’ dropdown under ‘Type’, and call the action by selecting ‘Show Map Chart’ under ‘Bookmark’:
We can even add a Tooltip for this shape so that when the user hover over this, he gets an idea of what the shape is for:
So when we hold the ‘Control’ key and left click on this shape, we can see our mentioned Tooltip, and we will get to see map chart only:
Now we add text on this shape with the help of text box:
- Add the text: ‘Show Map Chart’ in the textbox and hover this textbox over the rectangle shape/button.
So now when we click on the button, we get the map chart.
Now let us create one more button or shape to show the column chart in the same way as above, and then add the text: ‘Column Chart’ on it:
So now we want that when the user clicks on one of the button, action corresponding to that button should be performed, i.e. chart associated with that button should be displayed. However, at the same time we want that when one chart is displayed, then the button corresponding to that chart be hidden.
For instance, when the user clicks on the ‘Map Chart’ button, we want only the map chart to be displayed, and also we want to hide the ‘Map Chart’ button at that time.
So to do this, we update our bookmarks. So when our map chart is visible, we want to hide the button ‘Map Chart’. To do this, we first click on the ‘Map Chart’ button and then click on the eye button across the ‘Text box’ and ‘Shape’ in the ‘Selection’ pane as follows:
- We now expand the bookmark ‘Show Map Chart’ and then select ‘Update’ so as to update this bookmark:
- Similarly, we do this for the other button and update the other bookmark.
- Now assign the action on the ‘Column Chart’ button by clicking on it and then selecting some options in the ‘Format Shape’ pane: Turn on ‘Actions’ and assign the action ‘Bookmark’ to it by selecting ‘Bookmark’ in the ‘Actions’ dropdown under ‘Type’, and call the action by selecting ‘Show Map Chart’ under ‘Bookmark’:
Now that we have successfully created buttons for our bookmarks, let us test these. So when we click on the ‘Column Chart’ button, we get a visual as below:
Similarly, when we click on the ‘Map Chart’ button, we get a visual as below:
So we can see that the buttons to call bookmarks are working properly.
Thus we have seen how to create bookmarks in Microsoft Power BI, using which we can capture currently configured scenario on pages and then refer them in future. We can also assign bookmarks to actions, and even show only specific sections of the reports to users using bookmarks.