Set a visual to allow report users dynamically select fields to export

[AhmadBakr]

Problem statement: If users of your PBI report want to export data:

1. You need to enable the visual header icon - more options for each visual your want users to be able to export from.
2. Further more, users will be able to export fields only available in that visual.
3. Additionally, if the visual is not a table or a matrix
   1. You have no control over column headers of exported data, they will show your Fields/measures names.
   2. , If you have dynamically formatted measures, you will get a column containing the format string exported for each dynamically formatted measure.

Better Approach:

Create a visual dedicated ONLY for data export and put in it all what you think your users might need to export and make its fields dynamically selectabel! Here is how...

1. Create a Field parameter and include in it all your tables columns and measures you think users might need to export, let's name it Export, and the parameter column name is Value.
2. Create a slicer using Export[Value].
3. Format the slicer setting Style to drop down and selection to Single Select (off) and Multi-select with CTRL (off). This will make the fields selectable via check boxes.
4. Create a table visual also using Export[Value].
5. Switch off the text wrap from the table values and table column headers.
6. Set the table title to "EXPORT".
7. Shrink the table column widths to be all zeros, and the table hight to be just accomodating the title.
8. Layer the slicer to be on top of the table using the selection pane.
9. Ensure that header icons are switched off for the slicer and all other visuals, and switched on only for the table with only "more options" icon selected
10. Group both visuals

Now your users can use the slicer to choose all the fields they want, then click on the ellipsis and export these fields to an excel file.

Note that:

1. You have full control over the field names using the Export[Value] column in the field parameter table.✅
2. User has full control over what they want to export.✅
3. Exported data will be reflecting all user applied selections and filters.✅
4. Bonus tip: in the parameter table you can add one more column to categorize the fields and use it in the slicer to group similar fields under a category.✅

Will look amazing 🌟

 

[Gabry]

Hey,
nice solution, it could be helpful sometimes. But why not enable users to "Analyze in Excel"? That way they can connect to the model directly in Excel. You could create a perspective to show only the relevant fields, and they would be able to manage the pivot tables much more easily.

[AhmadBakr]

I know it's there, honestly never experimented with it. Does it give the same developer control/user flexibility like what I described. Your comment tempted me to try it.

Several PBI built in features give the user more access than I prefer. I always try to maintain some level of visual and UX consistency which I lack in out of the box features. Take filters for example. I do not like enabling them at all for instance.

But I think I will go check it and comment again. Thanks 😊 

[kushanNa]

is this the same solution or a different one ? https://community.fabric.microsoft.com/t5/Power-BI-Community-Blog/Exporting-Selected-Columns-from-Po... 

[AhmadBakr]

Yes looks like same idea although I did not see it before.

He adds the fields from slicers to a visible table, I am hiding the table

He creates 2 slicers, one for columns and one for measures, I created one for both.

Other than this, approach is same (using field parameters to enable dynamic choice of fields to export).

[v-sgandrathi]

Hi @AhmadBakr,

Thank you for sharing this detailed workaround with the community. 

Your creative approach gives end users more flexibility to export specific fields, while maintaining control over field names and formatting. The step-by-step instructions and screenshots will be helpful for others facing export limitations in Power BI visuals.

I particularly appreciate the use of a field parameter with a slicer on a table to allow users to dynamically select fields for export, ensuring all filters and formatting are applied. The suggestion to categorize fields in the parameter table for better grouping is also very useful.

Contributions like this not only address immediate issues but also encourage others to explore new solutions.

 Thank you for sharing your solution!

[v-sgandrathi]

Hi @AhmadBakr,

I wanted to follow up on our previous suggestions regarding the issue. We would love to hear back from you to ensure we can assist you further.

Thank you.

[v-sgandrathi]

Hi @AhmadBakr,

we haven't heard back from you regarding our last response and wanted to check if your issue has been resolved.
If you need any further assistance, feel free to reach out.

Thank you.

[AhmadBakr]

Hello @v-sgandrathi 

In fact there is no issue to resolve, but rather a knowledge sharing post from my side.

Regards...

[v-csrikanth]

Hi @AhmadBakr 
Welcome to the Fabric Coimmunity.
Since the post is helpful to the Fabric Community so moving to Blog Forum.
Thanks for your thoughts to keep Community helathy.

Best Regards,
Cheri Srikanth