Why Use Bookmarks and Buttons in Power BI?
When developing Power BI reports, using bookmarks and buttons together does more for you than just add pleasing aesthetics. It gives users the ability to switch between saved states of filters and slicers with the push of a button. Setting up multiple bookmarks/buttons makes navigation of your report much more straightforward to end users new and experienced with your data or to Power BI.
Setting Up Bookmarks
Bookmarks allow users to look at a saved state of specific filters or visuals. Bookmarks can apply to ‘all visuals’ on a report page or ‘selected visuals’ on a page.
All visuals should be used in the case when switching between bookmarks and wanting the page to return exactly how we left it. This will work for defaulting a page on a visual that uses the spotlight feature.
Selected visuals allow for different visuals to be used between each bookmarks, although the visuals may look the same each visual can contain different fields. Also, another case when using selected visuals is for persistent filters. This allows for a slicer on a page to be selected when switching between bookmarks and not defaulted and across page filtering will persist if the slicer is the same.
Updating Bookmark Using ‘All Selected’
1. Create a bookmark and rename it.
2. Set the page with filters, matrix list ordering, or spotlight.
3. Hover over the bookmark ellipse and update the bookmark.
Updating Bookmark Using ‘Selected Visuals’
1. In the selection pane move all slicer visuals to the top.
2. Select all the visuals beside the slicers.
3. Update the bookmark with all the selected visuals still being highlighted. This will allow the slicer to persist when filtering across bookmarks.
Setting Up Active/Inactive Buttons
Pairing together buttons and bookmarks allows users to actively engage in the report and buttons can be redesigned through text, sizing, and shape. We create active and inactive buttons that are in the same position, however, when one button is being used the other button is hidden.
1. Create a button by selecting the ‘buttons’ drop down and select ‘blank’ under the Insert tab in the ribbon.
2.Duplicate one button and make a button a darker color shade for the active button and reduce the transparency to 50% on the other button.
3. Assign the active button an ‘action’. Select a button and in the visualizations pane turn on the ‘action’ and for action type select ‘bookmark’ and choose the respective bookmark then stack the active and inactive button on one another.
How To Use The Selection Pane
The selection pane has the ability to ‘show’ and ‘hide’ visuals including buttons. By changing the buttons name and moving slicers and buttons at the top of the selection pane make updating bookmarks more organized. For the naming convention for each button, I can distinguish each button by their name followed by “active” or “inactive”.
The Bottom Line for Bookmarks and Buttons in Power BI
End users will find navigation of your reports much more straightforward and user friendly. They will easily find the information they are seeking and become more skilled at utilizing Power BI to make business decisions. You can learn more tips about using Power BI on our Power BI and Data Visualization page.
Brendan Phan is a BI Consultant at DesignMind.