Using our pre-built Power BI Desktop file you can access the data surrounding your flows alongside the data contained within, and build detailed reports for further insights.
This integration is available to all Flowingly customers with an Enterprise Agreement. Get in touch with your Customer Success Manager or Support@Flowingly.net if you would like to use this integration.
Once you have the Power BI Desktop file there are a few required fields that need to be entered.
Firstly, navigate through "Transform Data" to "Edit Parameters".
Within these parameters you will need to enter the following:
Username: The email address used by to login to Flowingly (must have Business Administrator role)
Password: Login password for the same user. If SSO is enabled you will need to set a password via the "Setup" tab in Flowingly.
Start Date: Enter the start date for the range of data you wish to use
End Date: Enter the end date for the range of data you wish to use
FlowIDs: Enter the Flow ID for the Flow you wish to report on. If you want to report on multiple flows simply add more Flow IDs, these must be comma separated.
To find your Flow ID(s), navigate to the Reports section in Flowingly and copy the unique identifier in the URL for each individual workflow, as seen below.
Fields: This is not required. We recommend you return all fields and narrow your reports down from there. To return all fields enter an asterisk "*". Alternatively, you can enter the name of a particular field from a Flow to return the data for that particular step.
If there are multiple fields with the same name in a Flow this will return the results from all fields that match the name you have entered.
If you wish to return multiple specific fields ensure these are comma separated
CurrentVersion: Two options provided in a dropdown field TRUE/FALSE. We recommend using FALSE as this will return the largest array of data which can be narrowed down.
FALSE: Select this option if you want all fields from every version from all published flow(s) will be returned.
TRUE: Select this option if you only want the fields from the current version of your flow(s) returned.
You can now confirm any adjustments made and proceed to apply these changes within the Power Query Editor which should return the relevant data.
Apply Changes
If you have entered the parameters as detailed above and apply the changes you should now be able to find the relevant Flow data within the Power Query Editor under the "FlowReport" query.
Note: You may encounter a couple of pop-up notifications regarding Privacy Levels or Access, examples below. To progress, simply select the checkbox to Ignore Privacy Levels or connect to the Flowingly Public API anonymously and save/connect.
If this happens you can simply ignore the privacy levels. The reason for this is Power BI is looking out for your best interest but we are managing privacy outside of Power BI which is a red flag from Power BI's perspective but rest assured that we are in control of this and your data is secure.
What if I encounter errors loading the query?
Although Power BI may alert you to some errors with the parameters we have entered (example below), you can more than likely close this and progress to Transform Data.
Once you have opened the Power Query Editor via Transform Data > Transform Data any errors that still exist can be resolved by navigating to the Query that is showing errors and refreshing them one by one.
Before Refresh:
After refresh:
Creating a New Query
Add new blank query within the Power Query Editor so that you can work with your Flowingly data without affecting the main data set.
Enter the following:
=FlowReportWithAllStepFields
Ensure this matches the exact same formatting as the dropdown that appears (or just select the dropdown itself) to avoid any errors.
Press Enter to load the new query.
Close and Apply any updates you have made within the Power Query Editor and you can now create any report with the data from within your queries.
These can all be found within the Data tab right-hand side of Power BI.
Viewing Flow & Step Data
Now that you have a standalone dataset to work within you can begin reviewing or manipulating the data in your new query.
At this stage you will only be able to report on Flow data such as the Flow Model name, Start Date, End Date, Flow ID, Flow Subject, who started the flow, among others.
If you wish to report on the data submitted within the fields for each step within your flows then you will want to find the Query called "FlowReportWithAllFields" and refresh this to get the most up to date data.
Once refreshed you should now see a row per flow run within the timeframe selected within the "FlowReportWithAllFields" query. If you scroll to the right of this query you can see each field and the corresponding response for each flow. Due to the design of the flow(s) selected you will see null for instances where a response was not required or any instances where the field did not exist for this version of the flow.
Close & apply the changes to return to Power BI and begin manipulating the data. This can be found on the right hand pane, expand "FlowReportWithAllFields" to see all the Flow information
Expand this column by clicking on the icon on the right side of the "stepFields" column to uncover the field data for each flow. Initially this will only display the phrase "Record" for each item, to pull the complete set of data through , expand the "stepFields" column once again by clicking on the icon on the right side of the "stepFields" which should bring up the following dropdown
Select "Load more" then "OK" and you should now have the data for every step and field.
Depending on the flow(s) selected to report on in Power BI you should now have additional rows of data for each unique flow that has been run in the timeframe within our parameters. The amount of row items per flow will match the number of fields end users complete as a part of this particular workflow.
Once the above changes are made and applied you can return to Power BI Desktop and begin creating visualisations and insights as per you requirement.
If you encounter any issues or have any questions regarding this integration please do not hesitate to reach out to your Customer Success Manager or Support@Flowingly.net