Designing reports with Report Builder allows users to create paginated reports in Power BI and SQL Server Reporting Services (SSRS). These reports are ideal for printing and exporting structured data, such as invoices, financial statements, and operational summaries. By following best practices, you can create professional and efficient reports tailored to business needs.
Designing Reports with Report Builder
Report Builder is a powerful tool for creating paginated reports that provide detailed, printable insights. This guide explores best practices for designing structured and visually appealing reports.1. Understanding Report Builder
Report Builder is a standalone reporting tool used for creating paginated reports in Power BI and SSRS. It enables users to:
- Design pixel-perfect reports for printing and exporting.
- Connect to various data sources, including SQL databases and Power BI datasets.
- Use tables, charts, and maps for structured data presentation.
- Schedule automated report delivery.
2. Setting Up a Report in Report Builder
To create a new report:
- Open Report Builder: Launch the application and select **New Report**.
- Choose a Data Source: Connect to a database, Excel file, or Power BI dataset.
- Create a Dataset: Define the query to fetch the required data.
- Design the Layout: Add tables, charts, and filters to structure the report.
- Preview and Publish: Test the report and deploy it to Power BI or SSRS.
3. Best Practices for Report Design
A well-structured report enhances readability and usability. Follow these best practices:
- Use a Clear Layout: Organize content with headers, footers, and sections.
- Limit the Number of Columns: Avoid clutter by displaying only essential data.
- Apply Conditional Formatting: Highlight key values using colors and bold text.
- Use Page Breaks: Ensure proper pagination for large datasets.
- Optimize for Printing: Set page margins and orientations based on the final output format.
4. Creating Tables and Charts
Tables and charts are the core elements of Report Builder:
Tables: Ideal for detailed, row-level data.
SELECT EmployeeName, Department, Salary FROM Employees ORDER BY Salary DESC; Charts: Used for visualizing trends and summaries.
- Bar Charts – Compare categorical data.
- Line Charts – Show trends over time.
- Pie Charts – Represent proportions and percentages.
5. Using Parameters for Dynamic Reports
Adding parameters allows users to filter and customize reports dynamically.
- Date Filters: Allow users to select a date range.
- Dropdown Filters: Enable selection of specific categories or departments.
- Search Parameters: Allow users to enter a keyword to filter results.
SELECT * FROM Sales WHERE OrderDate BETWEEN @StartDate AND @EndDate; 6. Exporting and Automating Reports
Reports can be exported in multiple formats, including:
- PDF – Best for printing.
- Excel – Useful for further data analysis.
- CSV – Ideal for integrating with other applications.
Scheduling Reports:
- Use **SSRS subscriptions** to automate report delivery via email.
- Set up **Power Automate** to trigger report exports and distributions.
Conclusion
Designing reports with Report Builder enables organizations to create structured, detailed, and printable reports. By following best practices in layout, data visualization, and automation, users can develop professional reports that enhance decision-making and business efficiency.
