Apply Filter Selections Automatically in Power BI

The Power BI community is a treasure trove of insights, and some of the best innovations stem from user-driven ideas. One such idea, originally proposed in the Microsoft Fabric community, focuses on automatically applying filter selections. A simple yet impactful enhancement for Power BI users. This idea has now made its way to the Power BI Core Visuals Vision Board and has a status of pending! If you support this feature, go cast your vote: View and Vote Here.

What is the Power BI Core Visuals Vision Board?

For those unfamiliar, the Power BI Core Visuals Vision Board is a dedicated space where the Power BI product team collects, evaluates, and prioritizes feature requests related to core visual enhancements. It’s a transparent way for the community to see which ideas are being considered and influence the roadmap by voting for their favorites. More details on this can be found here.

Original Community Idea Spotlight

The concept of automatically applying filter selections in Power BI was proposed by community member & Principal Program Manager Miguel Myers on October 07, 2024, under the title "Epic idea: Apply filter selections automatically" This idea addresses the need for a more streamlined filtering process within reports. As of now, it has garnered 4,283 votes on Fabric Ideas, and 8,042 votes on the Power BI Core Visuals Vision Board.

Excerpt from the original post:

"Imagine a world where report creators can automatically apply slicer and filter selections based on specific logic, revolutionizing data analysis and user experience. This innovative approach eliminates any need for complex workarounds, optimizes slicer functionality, and paves the way for more efficient and effective data reporting."

My Solution for This Idea

Even though this feature status is still pending, I wanted to explore my own way to tackle this challenge. My approach involves defining user slicer and filter settings similarly to Role Level Security (RLS) in Power BI Desktop. Once these settings are configured, they would be applied in Power BI Service, ensuring a seamless experience for users. This method would provide a structured and intuitive way to manage default filtering behavior across reports.

The Example

To illustrate this concept, let’s say the company Cronus, is developing a Power BI report related to inventory management. They want to create a role that allows their US-based salespeople to see only inventory items where the description contains "US". You could also theoretically use USERPRINCIALNAME() here to create some individualized selections.

In this example, Cronus would:

1. Create the Role – Define a new role in Power BI Desktop.
2. Move Filters and Slicers to the Role – Select filters and slicers (distinguished by regular Power BI icons and text) that apply to this role, ensuring that only relevant data is accessible.
3. Save the Role – Once the necessary settings are in place, the role is saved.
4. Apply the Role in Power BI Service – After publishing the report, Cronus would apply the role in Power BI Service, ensuring that only users assigned to this role can see the filtered data.

This approach provides a flexible and controlled way to customize user experiences while maintaining data security and efficiency. This example reminds me of selecting fields in a VS Code Wizard - Hopefully straightforward.

Note: The following are wireframes and are not an official functionality instilled into Power BI via Microsoft. This is community-generated content.        

UX/UI Considerations

From a user experience (UX) and user interface (UI) standpoint, this solution aligns with key principles such as:

• Consistency – Users expect filters to behave predictably, reducing the need for manual adjustments.
• Efficiency – Automating filter applications saves time and enhances workflow productivity.
• Customization – Allows report designers to tailor experiences for different user segments, improving data accessibility.
• Eliminating Cognitive Load – As Steve Krug emphasizes in Don't Make Me Think, the best user interfaces minimize the effort required to understand and interact with them. By automating filter settings, users are spared unnecessary decision-making and manual steps.
• Discoverability and Affordance – Donald Norman's The Design of Everyday Things highlights the importance of making functions obvious. A well-designed filter application system should be intuitive and provide clear feedback to users, ensuring they understand what’s happening and why.

Thank You for Supporting The Power Frame

Thank you for reading and supporting the first installment of The Power Frame! This newsletter is dedicated to exploring community-driven innovations and pushing the boundaries of what’s possible in the Microsoft Ecosystem.

Stay tuned for the next installment, where we’ll dive into an exciting new concept: Voice-Driven ERP! See you next time!