Seeking feedback - Order Exception handling workflow with Power BI + Power Automate + ?

[NL_cAK25]

Hi Fabric Community,

First of all, thank you for taking the time to read this post. I’d like to share a workflow challenge I’m currently facing and would love to run some ideas past this brilliant community. I welcome any constructive feedback or suggestions.

🧩 Current Workflow (As-Is)

I have a Power BI report that ingests a large volume of order data and outputs whether each order was fulfilled On Time or Not On Time (exceptions). A CSV copy of the exceptions is then shared with the Operations team, who review the data, provide reasoning, and send it back to me. I then compile their feedback into another CSV and re-ingest it into Power BI to update the order statuses (e.g., changing from "Not On Time" to "On Time").

This process is highly manual and involves a significant amount of administrative effort. I believe there must be a more efficient, automated way to manage this workflow.

🚀 Proposed Workflow

I’ve built an initial Power Automate flow that queries the Power BI dataset and transfers only the exceptions (with relevant data) to a SharePoint List. I’ve added a few additional columns (e.g., Reason, Requires Amendment?) to allow the Operations team to review and provide feedback directly in the list.

The goal is to integrate this SharePoint List back into Power BI, creating a closed-loop feedback system.

⚠️ Roadblock

After some initial testing, I’ve realized that SharePoint Lists may not be the best platform for staging this data. There are UI limitations (e.g., selecting only 30 rows at a time) and performance issues—loading 1,700 rows took nearly 10 minutes. In my experience, SharePoint Lists work well for static, low-volume data. From the Operations team’s perspective, reviewing data in a CSV file (e.g., filtering by column) is much faster and more intuitive.

❓ Alternatives to Consider

I asked Copilot for suggestions and received the following options. I’m particularly interested in Dataverse, though I’m not yet familiar with it.

Platform	Pros	Cons	Use Case Fit
Azure SQL Database	Scalable, supports DirectQuery, robust schema control	Requires setup and maintenance	Ideal for long-term, high-volume reporting
Dataverse (Power Platform)	Deep integration with Power Apps and Power BI, role-based security	Licensing cost, learning curve	Great for structured, app-driven workflows
Excel in SharePoint/OneDrive	Familiar UI, easy to use	Not scalable, lacks relational structure	Good for small teams or ad hoc registers
Power Apps + SharePoint	Custom UI, better validation than Forms	Still inherits SharePoint List limitations	Suitable for lightweight data entry apps

If anyone has experience with Dataverse or other platforms that could better support this kind of feedback loop, I’d love to hear your thoughts.

Thanks again for your time and insights!

Best regards,
Nelson

[v-pnaroju-msft]

Hi NL_cAK25,

Thank you for your question on the Microsoft Fabric Community Forum.

We appreciate you sharing your workflow and explaining it in detail. You have done a great job setting up Power BI and Power Automate.

From what I understand, the main problem is that SharePoint Lists are not good for handling large amounts of data. They work well for small team collaboration but get slow and hard to use when there are more than 1,000 rows. Also, it is difficult to make batch edits, which makes it tough for the Operations team.

Here is a better and more efficient way to handle the Order Exception process and solve the problems with SharePoint Lists, while reducing manual work:

1. Use Dataverse to store the exception data through Power Automate.
2. Build a Power Apps canvas app connected to Dataverse so the Operations team can easily filter, review, and give feedback.
3. Connect Dataverse to Power BI using DirectQuery or Dataflows for real-time data updates.

This setup will allow faster data entry and updates, work better with large datasets, and provide role-based access and audit logs.

For your reference, kindly review the following links:
What is Microsoft Dataverse? - Power Apps | Microsoft Learn
Link your Dataverse environment to Microsoft Fabric and unlock deep insights - Power Apps | Microsof...
Use data operations in Power Automate - Power Automate | Microsoft Learn
Create and manage environments in the Power Platform admin center - Power Platform | Microsoft Learn

If you find our response helpful, please mark it as the accepted solution and provide kudos. This will assist other community members who may have similar queries.

Should you have any further questions, please feel free to reach out to the Microsoft Fabric community.

Thank you.