How to add a row-level url/button in Power BI to create a new SharePoint item with prefilled data

[Nileena]

I am trying to create a tool and need help with the workflow. Here’s what I want to achieve:

1. Data Source: Power BI has all the relevant data displayed in a Matrix visual.

2. Row-level Action: Each row should have a button or clickable URL.

3. User Action: When a user clicks the button/URL for a specific row:

   • It should open a new SharePoint form (in a SharePoint list).

   • The form should be prefilled with data from the selected row only.

4. Submit: The user can then edit if needed, save, and submit the request.

• What is the best way to implement this? Power Automate? Direct URL?

• How do I pass the row-level data from Power BI to SharePoint?

• Has anyone implemented a similar solution?

[Zanqueta]

Hi @Nileena,

Please, let me add my suggestion to complement this topic:

I´m thinking in few steps bellow, in line with @GeraldGEmerick contribuition:

• 1. Configure the SharePoint Form to Accept Parameters
  Create a customised form in SharePoint, either using Power Apps or by modifying the default SharePoint list form.

https://yoursharepointsite/sites/yourlist/NewForm.aspx?PersonID=123&Name=John

• 2. Create a DAX Column with a Dynamic URL
  Assuming the dataset includes fields such as PersonID, Name, and Department, the following DAX expression can be used:

SharePointFormURL =
"https://yoursharepointsite/sites/yourlist/NewForm.aspx?" &
"PersonID=" & [PersonID] & 
"&Name=" & SUBSTITUTE([Name], " ", "%20") &
"&Department=" & SUBSTITUTE([Department], " ", "%20")

• 3. Display the URL in a Visual

  Use a table or matrix visual in Power BI.
  Add the SharePointFormURL column.
  Format the column as a clickable URL (via column formatting → data category → Web URL).

• 4. (Optional) Use Power Automate for Advanced Logic
  If the workflow requires:
  • Automatic item creation,
  • Notifications,
  • Data validation prior to form submission,

You may create a Power Automate flow that receives parameters and interacts with the SharePoint list accordingly.

✅ If this response resolved your issue, please mark it as correct to assist other members of the community.

[Nileena]

This is what I am also trying to do, but the url link just shows up blank sharepoint form.

[v-menakakota · Accepted solution]

Hi @Nileena ,
Thanks for reaching out to the Microsoft fabric community forum. 

This guide explains how Power Apps–based forms behave, and it’s useful if your SharePoint form is customized with Power Apps. In that case, the form won’t automatically accept URL parameters, and you would need to handle them using the Param() function inside Power Apps.

Integrate SharePoint Online into Power Apps overview - Power Apps | Microsoft Learn

If I misunderstand your needs or you still have problems on it, please feel free to let us know. 

Best Regards, 
Community Support Team

[v-menakakota]

Hi @Nileena ,

I hope the above details help you fix the issue. If you still have any questions or need more help, feel free to reach out. We’re always here to support you .

Best Regards, 
Community Support Team  

[v-menakakota]

Hi @Nileena ,

I hope the above details help you fix the issue. If you still have any questions or need more help, feel free to reach out. We’re always here to support you .

Best Regards, 
Community Support Team  

[Nileena]

This is what I tried, but it seems like powerbi doesnt support to add an item in sharepoint. 

[Shubham_rai955]

To add a row-level button or URL in Power BI that opens a new SharePoint form with prefilled data from that row, the best approach is:

• Use a calculated column or measure in Power BI to create a dynamic URL pointing to the SharePoint new item form.

• Construct the URL with query parameters that prefill the fields in the SharePoint form using the row's data.

• Add this URL as a clickable link in your table or matrix visual.

• When users click it, the new item form opens with those fields prefilled; they can edit and save.

You can get the SharePoint new item form URL pattern by opening the form and copying the base URL. Then append field query string parameters like ?FieldInternalName=Value to prefill fields.

Alternatively, for a more automated or complex scenario, Power Automate can be used. It can receive data from Power BI (for example, via button trigger or API), then create an item in the SharePoint list automatically or launch a form.

But for straightforward row-level user form input with prefilled data, direct URL with query parameters is simplest.

[GeraldGEmerick]

@Nileena You could theoretically create a measure that returns a dynamic URL with query parameters based on the data in each particular row of your matrix. Those could be used to populate a form in theory. An alternative method might be to use the PowerApps visual or Power Automate visual.

[Nileena]

Hi @GeraldGEmerick, that's what I was trying to do initially but it seems PowerBI cannot edit/add into sharepoint?

Like I want some fields to be prefilled and the other fields to be manually added by the user once they click on the URL.

[GeraldGEmerick]

@Nileena Well, you would likely have to write some code or a script most likely. I agree that I don't believe that there is any native functionality within SharePoint to populate fields on a form via query parameters. But you might be able to do something along these lines: Pass URL parameter to SharePoint new form (NewForm.aspx) to auto-populate a lookup field | Nate Cham...