Welcome to the third post in my series on Microsoft Exam 70-778, where I aim to provide a detailed overview and description of the skills needed to tackle the exam successfully. We saw in the previous post how we could use the Power Query Editor to perform a multitude of different transformations against data sources; this will now be taken further, as we start to look at how to ensure optimal quality within our Power BI data models. The relevant skills for this area as follows:

Manage incomplete data; meet data quality requirements

To follow on as part of the examples below, make sure you have downloaded the WideWorldImporters sample database and hooked up Power BI Desktop to the tables described in my first post in this series. With all this done, it is crucial first to grapple a vital concept relating to the management of incomplete data, namely, the ability to…

Filter Data

If you are consuming an entire SQL tables worth of data within the Power Query Editor, the size of your model can grow over time. In this scenario, it may be necessary to apply column-level filters to your data directly within Power Query, as opposed to merely dumping a cartload of irrelevant data in front of your users. Fortunately, the whole experience of filtering data should be a cakewalk, given its similarity with Microsoft Excel filters, as we can see below when attempting to filter the FullName field on the WideWorldImporters Sales.CustomerTransactions table:

This particular feature does have some differences compared with Excel, though:

  • For large datasets, only a subset of all total, distinct record values are returned. This fact is indicated above via the List may be incomplete warning sign. Clicking the Load more option will do exactly that, but may take some time to process.
  • The range of filters available will differ depending on the data type of the column. For example, String data types will have filters such as Begins With...,  Does Not Begin With…, whereas Dates are filterable based on Year, Quarter, Month etc.
  • The Remove Empty option will do just that – remove any columns that have a blank or NULL value.
  • As discussed on the Performing Data Transformations post, when you start combining filters with Parameters, it is possible to transform particularly unwieldy filtering solutions into more simplistic variants.

Column Errors

When it comes to adding custom columns as part of your Power Query transformations, there is always the potential for these to error, due to a misconfigured calculation or some other kind of unforeseen issue. When this occurs, the corresponding column value is flagged accordingly within the Power Query Editor and can be inspected further to determine the root cause of the issue. To demonstrate this, add on the following custom column using the following formula onto the Sales.CustomerTransactions table

[AmountExcludingTax] * [Error]

The value for each row in the new column should resemble the following:

When this issue occurs, it may be most prudent to first try and address the issue with your underlying calculation, ideally fixing it so that no error occurs at all. Where this is not possible, you can then look towards removing any rows that contain such a value. We will see how this can be done in the Adding/Removing Rows section later in this post.

Blank Data

On the flip side of field value errors is blank data. In most cases, when working with SQL data sources, this will rear its head when there are NULL values in your database. For example, take a look at below at the CreditLimit field on the WideWorldImporters Sales.Customers table:

When these fields are fed through from Power Query and relied upon as part of DAX custom column/Measure creation, you may start to get some unintended consequences. For example, after filtering the same table above only to retain rows where the CreditLimit equals null, attempting to create a Measure that totals up all CreditLimit values results in the following when displayed as a Card visualisation:

If you, therefore, have a desire to perform additional aggregations or custom calculations on fields that contain blank/null values, then you should take the appropriate steps to either a) remove all rows that contain one of these two values or b) perform a Replace action on the column to ensure a proper, default value appears instead. For the CreditLimit field, this can be as simple as replacing all null values with 0:

Adding/Removing Rows

Often our data sources are not pristine clean from a data perspective – duplicate rows may be common, it could be that rows exist with completely blank or null values or your incoming data file could be a complete mess from a column header perspective. With this problem in mind, the Power Query Editor provides us with the functionality to keep or remove rows based on several different conditions:

The options granted here should be reasonably self-explanatory, but the list below contains some additional guidance if you need it:

  • Keep/Remove Top Rows: Keeps or removes the top number of rows, in ascending order, based on the amount you specify.
  • Keep/Remove Bottom Rows: Keeps or removes the bottom number of rows, in descending order, based on the number you specify.
  • Keep Range of Rows: Keeps the number of rows specified based on the starting row number. For example, for a 50-row table, if a First row value of 1 and a Number of rows value of 10 is selected, then the first ten rows will be retained.
  • Keep/Remove Duplicates: Based on the currently selected column(s), keeps or removes all rows with duplicate values.
  • Keep/Remove Errors: Based on the currently selected column(s), keeps or removes all rows that have an Error value.
  • Remove Blank Rows: Removes any row that has a blank or NULL value.

Formatting Column Data

Data from a live, production system, such as Dynamics 365 Customer Engagement, can sometimes be a complete mess from a readability perspective; incorrect casing and invalid characters are typically commonplace in this situation. Fortunately, there are a range of options at our disposal with the Power Query Editor, on the Transform tab:

Most of these are self-explanatory, with the exception of the Trim and Clean options:

  • Trim removes any leading/trailing whitespace characters from a string value.
  • Clean detects and removes any non-printable characters from a string value.

Although not technically a data cleansing options, there are some clear usage scenarios for the Add Prefix & Add Suffix options, such as creating unique reference code for each column value, based on the unique record number value (e.g. ABCD-1, ABCD-2 etc.).

Formatting options for other column types are not available from within Power Query. So if, for example, you wished to format all date values in the format YYYY-MM-DD, you would have to move outside of the Power Query Editor to achieve this. The steps involved to accomplish this will be a topic for a future post.

Example: Cleansing Data

Having reviewed each of the possible cleansing options at our disposal, let’s now take a look at an example of how to cleanse a troublesome dataset:

  1. Within the Power Query Editor, on the Home tab, select the New Source -> Blank Query option. This will create a new Query in the left-hand pane called Query1.
  2. Select Query1 and press F2 to allow you to rename it to CleanseExample.
  3. Right-click the CleanseExample query and select the Advanced Editor option:
  4. Within the Advanced Editor window, copy & paste the following code into the window:
    • #table(
          {"Forename", "Surname", "Description"},
              {"JANE","smith","   this describes the record"},
              {"alan", "JOHNSON", "    record description detected    "},
              {"   MARK", "CORRIGAN    ","another description"},
              {"JANE","smith","   this describes the record"}
  5. It should resemble the below if done correctly:
  6. When you are ready, press the Done button. PowerQuery will then create a table object using the code specified, populating it with records, as indicated below:
  7. There are three key issues with this data that need resolving:
    • The inconsistent word casing on the Forename/Surname.
    • Whitespacing on the Description and ForeName fields.
    • Duplicate records.
  8. These issues are fixable by taking the following action:
    • For the casing issue, CTRL + left click to select the Forename & Surname fields, go to the Transform tab and select Format -> Capitalize Each Word. Your data will then be modified to resemble the below:
    • For the whitespace issue, select the Forename & Description fields and, on the Transform tab, select Format -> Trim:
    • Finally, to remove the duplicate record for Jane Smith, highlight the Forename & Surname fields, navigate to the Home tab and select Remove Rows -> Remove Duplicates. This will then leave us with three records, as illustrated below:
  9. As a final (optional) step, we can also look to clean up the Description field values by applying the Capitalize Each Word formatting option:

Et voilà! We now have a tidy and clean table, ready for consumption within Power BI 🙂

Key Takeaways

  • Data can be filtered directly within Power Query, using Excel-like functionality to assist you in only returning the most relevant data in your queries. The data type of each field plays a particularly important part of this, as only specific filter options will be at your disposal if, for example, you are working with numeric data.
  • From a data quality perspective, you typically will need to handle column values that contain one of two possible value types:
    • Errors: This will usually occur as a result of a calculated column field not working correctly. The best solution will always be to address any issues with your calculated column, such as by using a conditional statement to return a default value.
    • Blanks/NULLs: A common symptom when working with SQL derived data sources, your real problems with blank values start to appear when you attempt to implement DAX custom columns/Measures outside of the Power Query Editor. It is, therefore, recommended that these are dealt with via a Replace action, depending on your fields data types. For example, a number field with blank/NULL values should be replaced with 0.
  • The Remove Rows option(s) can act as a quick way of getting rid of any Error or Blank/NULL rows and can also be utilised further to remove duplicates or a range of rows. In most cases, you will have similar options available to you with Keep Rows instead.
  • There are a variety of formatting options available to us when working with text/string data types. These range from fixing capitalisation issues in data, through to removing whitespace/non-printable character sets and even the ability to prepend/append a new value.

Data cleansing is a reasonably short subject area in the grander scheme of things, but the steps covered represent key stages towards building out a competent and trustworthy reporting solution. The next post in the series will discuss the options available to us in building out more complex and bespoke data models.

Welcome to the second post in my series concerning Microsoft Exam 70-778, where I hope to provide a detailed revision tool for those preparing to take this exam. Last week’s post introduced the fundamental notions behind connecting to data sources in Power BI Desktop, and we will lead on from this to look at the Perform transformations topic, which covers the following skills:

Design and implement basic and advanced transformations; apply business rules; change data format to support visualization

Let’s jump straight in by welcoming the concept that is most relevant to all of this…

Power Query

First introduced in Excel some years back, the Power Query M formula language is very much the engine underneath the hood of Power BI. It deals with everything from the retrieval of data through to the removal of rows, creation of new columns, filtering – basically, if it concerns data manipulation, Power Query can more than likely handle it. By right-clicking any Query within the Power Query Editor window and selecting Advanced Editor, you can view the syntax of the language in detail and edit it to your hearts contents. In the screenshot below, Power Query is connecting to the WideWorldImporters database and returning the table Application.PaymentMethods:

Now, if you are coming into Power BI for the first time, the thought of having to learn a whole new programming language can be a little daunting. That is why the Power Query Editor is the ideal tool for beginners to carry out most (if not all) data transformation from within the Power BI interface. We will take a look at this topic in more detail shortly, but when it comes to working with Queries, it is worth mentioning the following pieces of functionality that we have at our disposal:

  • The Advanced Editor has some minimal syntax error detection built in, but nothing on the same par as IntelliSense. Triple checking your Queries is always recommended to avoid any errors when loading your data.
  • Queries can be renamed at any time and be given detailed descriptions if required. This step is generally recommended to help users better understand the data they are interfacing with.
  • Queries will remain actively loaded within the Power Query Editor, unless and until they are disabled explicitly by right-clicking on them and de-selecting the Enable load option. Queries with names in italics are disabled.
  • It is possible to both Duplicate & Reference queries at any time. The Reference option is particularly useful if you need to create variants of a particular source query that filters on different values, for example. Regardless of whether the Query is loaded directly into the model or not, it can be duplicated or referenced without issue.
  • It is possible also to create Parameter Queries, and even Custom Function Queries to, for example, perform highly specific transformation actions for each column value provided. Parameters will be discussed in greater detail later on, whereas Custom Functions are beyond the scope of the exam.

Transforming Data: A Brief Overview

The Transform and Add Column tabs within the Power Query Editor are your go-to destinations when it comes to finding out what you can do from a transformation perspective:

With the toolbox provided here, you can do things such as:

  • Pivot/Unpivot your data.
  • Replace column values.
  • Split data based on delimiters.
  • Perform advanced mathematical calculations.
  • Create new columns derived from date/time values, such as Month Name or time durations.
  • Define new columns based on examples, specific calculations/conditions or from another column value.

The example at the end of this post will cover some of these specific transformation steps in detail, showing you how to apply them straightforwardly in the Power Query Editor.

Merging & Appending Queries

In some cases, you are likely to be bringing in data that is similar or related in some way, and your principle requirement will be to bring this together into a more simplistic view. In this regard, the following two features are especially useful:

  • Merging: This involves combining two queries horizontally. If you are familiar with SQL JOINs, then this is the same thing. You define your base table and table to merge, the key values to pair on and then, finally, your join type. You have the following options at your disposal here:
    • Left Outer
    • Right Outer
    • Full Outer
    • Inner
    • Left Anti
    • Right Anti
  • Appending: Best used when you have queries with the same overall structure, this step involves combining Queries vertically. The number of Queries can be as many as you want and you have the option of either a) appending onto the existing Query or b) onto an entirely new one. It is also possible, but not recommended, to Append Queries with entirely different structures.

Using Parameters

Parameters are a great way to give you the ability to quickly and easily modify filters in one or more Queries. They are created from the Home tab by going to the Manage Parameters -> New Parameter option, as indicated below:

Then, you will be able to define your Parameter. For example, to create a Parameter that will filter the PaymentMethodName field on the Application PaymentMethods Query, specify the settings as indicated below:

A new Query for the Parameter will appear on the left-hand pane, like so:

Then, go to the Application PaymentMethods, click on the button with the arrow and select Text Filters -> Equals… to open the Filter Rows window. Make sure that equals is selected and, on the second dropdown box, select Parameter and then the newly created Parameter:

Pressing OK will then apply the appropriate filter. Any changes made to the selected Parameter value will update automatically to the filters you have defined. When it comes to working with many filters across multiple Queries, Parameters can take away a lot of the pressure involved.

Query Folding

Where possible, when performing transformation steps within the Power Query Editor, Power BI will attempt to figure out the most optimal natural language to use when querying the data source and apply this accordingly. In most cases, this will only occur for SQL based data sources. In the example below, after right-clicking on the Applied Steps for the Sales.Invoice query and selecting View Native Query, we can view the underlying T-SQL query used:

You should, therefore, pay careful attention to the order in which you apply your steps to ensure that Query Folding takes place wherever possible. There is an excellent article on the MSSQLTips website that goes into greater detail on this whole subject.

Example: Transforming Table Data Using Power Query

Picking up from where we left off last time, we will now perform a range of different transformation actions against the Sales.CustomerTransactions table from the WideWorldImporters sample database. The steps that follow are designed to give you a flavour of the types of transformation activities that you can perform against your data:

  1. Within Power BI Desktop, click on the Edit Queries button. The Power Query Editor window will open, listing all of the tables imported from the WideWorldImporters database. The Query Sales CustomerTransactions should already be selected but, if not, double-click on it to load the data from this data source into the main window:
  2. We can see in the main window that Power BI has automatically decided the best data types to use, based on the underlying SQL table schema. However, for all columns that relate to financial data (AmountExcludingTax, TaxAmount, TransactionAmount & OutstandingBalance), it will be more prudent to convert these into the most appropriate data type for currency values – Fixed decimal number. While holding down the CTRL key, left-click to select each of the columns mentioned above, right-click and select Change Type -> Fixed decimal number:
  3. Notice now that a $ symbol appears next to each of the chosen fields. You can also see, on the right-hand pane, underneath Applied Steps, a new Applied Step called Changed Type:
  4. As the interface is used to modify the data, the appropriate Power Query M code transformation occurs behind the scenes. All Applied Steps are reversible, and this can be done by highlighting it and pressing the X icon. It can also be renamed by selecting it and pressing the F2 button.
  5. Several columns have been brought over from the Sales.CustomerTransactions table that will not be particularly useful to end users, specifically:
    • CustomerID
    • TransactionTypeID
    • InvoiceID
    • PaymentMethodID
  6. These can be removed by using the CTRL and left-click method, right-clicking any of the selected columns and selecting the Remove Columns option:
  7. Because we have imported data alongside other related tables, there will be some special relationship column types at the end of our table. An example of this is the Application.People field. For this example, we need to extract the FullName value from this table and include it as part of our current query, by clicking on the two arrows icon on the top left of the field, ticking the FullName field and pressing OK. You can (optionally) tick/untick the box at the bottom that says Use original column as prefix, which does exactly what it says on the tin:
  1. At this point, you can also remove all other relationship columns pictured below using the same method outlined in step 3:
  2. The TransactionAmount field provides us with a total of each orders total value, by adding together the AmountExcludingTax and TaxAmount fields. Let’s assume for a second that this field does not exist in our data; in this scenario, it is possible to create a Custom Column that performs the appropriate calculation and adds this onto our table as a new field. On the Add Column tab, the Custom Column button is one way of doing this. Then, define the appropriate formula to add together both field values, using familiar, Excel-like syntax:
  3. A common requirement for reporting is the ability to report sales based on the quarter of the year. To meet this requirement, Power Query can extract information like this from a Date field with relative ease. With the TransactionDate field selected, go to the Add Column tab and select Date -> Quarter -> Quarter of Year:
  4. A new column called TransactionQuarter will be created, which can be dragged and dropped next to the TransactionDate field to keep things tidy:
  5. Another common sales reporting requirement is being able to rank a particular sale by category. Again, Power Query can come to the rescue with the Conditional Column feature:
  6. If you are familiar with if/else conditional logic flow, then the next part will be pretty straightforward 🙂 Within the Add Conditional Column window, populate each field with the field values indicated below and then press OK. You can use the Add rule button to include the additional Else if rows required for this field:
  7. Once added, we can then view the field at the end of our table, working as expected:

At this point, our model is ready, but you could experiment further if you wish. Some additional transformation steps could include:

  • Extracting the Month Name value from the TransactionDate field.
  • Use the Split Column feature to extract the Forename and Surname from the FullName field, using Space as a delimiter.
  • Filter the OutstandingBalance column to only include data where the value does not equal 0.
  • Rename all columns and the Query itself to more human-readable names.

Key Takeaways

  • The Power Query M formula language is used to perform transformations to data once loaded into Power BI. Although it is possible to do this via code, Power BI allows us to define all of our required data changes from within the interface, without the need to write a single line of code.
  • Each data source connected to represents itself as a Query within Power BI. There are many options at your disposal when working with Queries, such as renaming, merging, duplication and the ability to disable or reference as part of other Queries.
  • There are wide-range of column transformations that can be applied, which are too numerous to mention. The Transform tab provides the best means of seeing what is available, with options ranging from formatting through to grouping and pivoting/unpivoting.
  • New columns are addable via the Add Column tab. You can choose to base new columns on calculations, conditional logic, other column values or as a defined list of ascending numbers, which may be useful for indexing purposes.
  • It is possible to merge or append queries together to suit your specific requirements. Merging involves the horizontal combination of Queries, whereas appending represents a vertical combination.
  • Parameters can be used to help optimise any complex filtering requirements.
  • Where possible, Power Query will attempt to use the most optimal query for your data source, based on the transformation steps you define. This action is known as Query Folding and, in most cases, SQL-derived data sources will support this option by default.

In the next post, we will take a look at the options available to us from a data cleansing perspective and how it is possible to apply optimisation to a messy example dataset.

As discussed recently on the blog, I have been on a journey to try and attain the Microsoft Certified Solutions Associate Certification in BI Reporting. I was very fortunate to overcome the final hurdle of this task by passing Exam 70-778: Analyzing and Visualizing Data with Microsoft Power BI the other day. I enjoyed the opportunity to dive deeper into the world of Business Intelligence, particularly given the enhanced role Power BI has within the Business Applications space today. With this in mind, and in the hopes of encouraging others, today’s post is the first in a new series of revision notes for Exam 70-778. I hope that you find this, and all future posts, useful as either a revision tool or as an introduction into the world of Power BI.

The first skill area of the exam is all around how to Import from data sources, as described on the exam specification:

Connect to and import from databases, files, and folders; connect to Microsoft SQL Azure, Big Data, SQL Server Analysis Services (SSAS), and Power Query; import supported file types; import from other Excel workbooks; link to data from other sources

To begin with, I will provide a detailed overview of the topic areas covered above, before jumping into an example of how to import data into Power BI.

Supported Data Sources

The great benefit of Power BI is its huge list of supported connectors, which are integrated neatly within the application itself. The list of all possible data sources changes on a monthly basis, and it is impossible to go into detail on each one. Suffice to say; you should at least be familiar with the following data sources:

  • SQL Server (on-premise & Azure)
  • SQL Server Analysis Services
  • A wide range of vendor-specific Relational Database Management Systems (RDBMS’s), such as Oracle, MySQL, PostgreSQL, SAP Hana
  • Any data source that supports Open Database Connectivity (ODBC) or Object Linking and Embedding, Database (OLEDB).
  • The following flat file types:
    • Excel (.xlsx)
    • Text (.txt)
    • Comma Separated Value documents (.csv)
    • Extensible Markup Language (.xml)
    • JavaScript Object Notation (.json)
  • Web sources, such as Web pages or OData Feeds

Some RDBMS vendor solutions have a requirement to install additional software, which will enable you to interact with that particular data source. You should check the relevant documentation for each vendor to verify any specific requirements.

Power BI also supports a wide range of Microsoft proprietary and non-proprietary applications, such as Dynamics 365 Customer Engagement, SharePoint, Google Analytics & SalesForce. If you are feeling particularly technical, then you can also use the Blank Query option to, in theory, connect to any data source of your choosing or even go as far as building custom connectors yourself to interact with a specific application.

Bulk File Loading

As well as supporting connections to single flat files, it is also possible to interact with multiple files existing in the same location. This feature can be useful if, for example, there is a requirement to process hundreds of .csv files with different data, but the same overall structure. The supported list of bulk file locations are:

  • Windows file system folder
  • SharePoint document folder
  • Azure Blob Storage
  • Azure Data Lake Storage

When loading multiple files into Power BI, you not only can read the contents of each file but can also access file-level metadata, as indicated below:

Import vs DirectQuery

An important design decision when working with data sources concerns the data connectivity mode to be used. Your final choice will generally fall into one of two options:

  • Import: When connecting to your data source, Power BI takes a copy of all data and stores it within your report. By implication, this places additional pressure on your local machines disk space and memory consumption. Import is the default option for most data sources and, to ensure that your data remains consistently up to date when deployed to the Power BI service, you have the opportunity of defining your data refresh frequency – 8 times a day for Power BI Professional and 48 times a day for Power BI Premium subscriptions. Import is the most sensible option to choose when there is no requirement for regular refreshing of your data sources or if performance concerns arise when using…
  • DirectQuery: Instead of taking a snapshot of the data, Power BI will read the data at source and store only the schema of the data within the model. At the time of writing this post, only a select number of mostly SQL based data sources are compatible with this feature. DirectQuery is your best choice when there is a need to keep reports continually up to date, and when your target data source is sufficiently beefed up to handle frequent requests. It’s also worth bearing in mind the following points when evaluating DirectQuery:
    • DirectQuery only supports a single data source connection for the entire model, with no option of defining additional sources. While traditionally true, the release of composite models for DirectQuery removes this much-loathed limitation.
    • There are limitations when it comes to data transformation options, especially for non-Microsoft data sources.
    • Some query types will be unsupported.
    • For data modelling using DAX, there are some crucial limitations. For example, Measures that use the SUMX & PATH functions (or their related counterparts) are not allowed.

You should also be aware of a third option – Live Connection – which behaves similar to DirectQuery but is for SQL Server Analysis Services only. This option has the following limitations:

  • Not possible to define relationships
  • No possibility to transform data from within Power BI.
  • Data modelling options, except for Measure creation, are almost non-existent.

Importing Excel Workbooks

There are some aspects of working with Excel documents in Power BI that are worth further consideration. You mostly have two options at your disposal to consume Excel workbooks:

  1. Import Data: Similar to working with any other flat file source, data within each of the following Excel objects is importable into Power BI:
    • Tables
    • Sheets
    • Ranges
  2. You can see below how this looks for a file containing four worksheets:
  3. Import workbook contents: If you have built out a complex spreadsheet that utilises the full range of features available in the Excel Data Model, then it is also possible to import these into Power BI “as-is”. The following Excel Data Model features are exportable in this manner:
    • Power Query queries
    • Power Pivot Data Models
    • Power View Worksheets
    • (Most) Power View visuals; where a visual is unsupported in Power BI, an error appears on the appropriate visual.

Example: Importing SQL Server Database Data

What follows now is a typical data connection exercise in Power BI Desktop, which involves connecting to a SQL Server database. The experience described here is mostly similar for other data sources and, therefore, represents an optimal example to familiarise yourself with connecting to data sources in the application:

  1. Launch Power Bi Desktop and, on the splash screen, select the Get data link on the left-hand pane:
  2. On the Get Data window, choose Database on the left-hand list, select SQL Server database and then press the Connect button:
  3. You will now be prompted to provide the following details:
    • Server: This will be either the Fully Qualified Domain Name (FQDN) of the computer with a default SQL Server instance or the computer name and named instance name (e.g. MYSQLSERVER/MYSQLSERVERINSTANCE). In the example below, we are connecting to a default SQL Server instance on the computer JG-LAB-SQL
    • Database: If you already know the name of the database you want to access, you can type this here; otherwise, leave blank. In this example, we are connecting to the WideWorldImporters sample database.
    • Data Connectivity mode: See the section Import vs DirectQuery above for further details. For this example, select the Import setting:
  4. There are also several additional options that are definable in the Advanced options area:
    • Command timeout in minutes: Tells Power BI how long to wait before throwing an error due to connection issues.
    • SQL statement: Specify here a pre-compiled SQL statement that will return the objects/datasets that you require. This option can be useful if you wish to reduce the complexity of your model within Power BI or if there is a requirement to return data from a stored procedure.
    • Include relationship columns: Enabling this setting will return a single column for each defined relationship which, when expanded, gives you the ability to add related column fields onto your table object.
    • Navigate using full hierarchy: Enabling this will allow you to navigate through the database hierarchy using schema object names. In most cases, this should remain disabled, unless there a specified schema names in your dataset (like Application, Sales, Purchasing etc. in the WideWorldImporters database).
    • Enable SQL Server Failover support: If enabled, then Power BI will take advantage of any failover capability setup on your SQL Server instance, re-routing requests to the appropriate location where necessary.
  5. Illustrated below are some example settings for all of the above. For this walkthrough, leave all of these fields blank and then press OK to continue.
  6. The Navigator window will appear, which will enable you to select the Tables or Views that you wish to work within the model. Selecting any of the objects listed will load a preview in the right-hand window, allowing you to see a “sneak peek” of the schema and the underlying data. Tick the object Sales.CustomerTransactions and then press the Select Related Tables button; all other Tables that have a relationship with the Sales.CustomerTransactions are then automatically included. Press Load when you are ready to import all selected table objects into Power BI.
  7. After a few moments, the Load window will appear and update accordingly as each table object gets processed by Power BI (exact times may vary, depending on the remote server/local machines capabilities). Eventually, when the window closes, you will see on the right-hand pane that all table objects have been loaded into Power BI and are ready to use for building out visualizations:
  8. At this stage, you would then look at loading up your imported objects into Power Query for fine-tuning. But that’s a topic for the next post 🙂

Key Takeaways

  • Power BI supports a broad range of database systems, flat file, folder, application and custom data sources. While it is impossible to memorise each data source, you should at least broadly familiarise yourself with the different types at our disposal.
  • A crucial decision for many data sources relates to the choice of either Importing a data source in its entirety or in taking advantage of DirectQuery functionality instead (if available). Both routes have their own defined set of benefits and disadvantages. DirectQuery is worth consideration if there is a need to keep data regularly refreshed and you have no requirement to work with multiple data sources as part of your solution.
  • Live Connection is a specific data connectivity option available for SQL Server Analysis Services. It behaves similarly to DirectQuery.
  • It is possible to import an existing Excel BI solution into Power BI with minimal effort, alongside the ability to import standard worksheet data in the same manner as other flat file types.

Look out for my next post in this series, where I will take a look at the range of transformation options available to us in Power BI, and work through some examples applied against the tables listed above.

When it comes to handling large datasets in a formal, structured and highly scalable manner, nothing beats SQL Server. Having worked with the product for almost six years, I always look forward to the opportunity of putting together some SQL queries or to build out a new database. I think of it as a nice little treat, a reward amongst the midst of other, sometimes tedious, tasks that I have to deal with on a weekly basis. I rank knowledge of SQL Server pretty highly if you are aiming to become a serious Dynamics CRM/365 for Customer Engagement professional and I credit my experience with SQL as one of the things that helped to streamline my journey into Dynamics.

It may be, however, that others are not as keen at the prospect of working with SQL databases, particularly when it is unable to accommodate some of the alternative data storage mechanisms that are commonplace with application developers. A good example of this is JSON (JavaScript Object Notation), a format that is used widely today as a portable and “easy to read” mechanism of transferring data. For someone who is more used to working with SQL, getting your head around JSON can be a bit of a challenge at first and – traditionally – was not something that Microsoft factored into the design of SQL Server. A lot has changed with Microsoft – to the extent that services such as Microsoft Flow and Azure now use JSON extensively – and with SQL Server, as a whole host of related functions were added to SQL Server 2014 to provide straightforward conversions into JSON. The FOR JSON PATH clause is the primary gateway into this world and is a function which I have slowly, but surely, started to get my head around. What I wanted to do in this week’s blog post was provide a “crash course” on how to use this nifty piece of functionality, hopefully with the aim of giving you everything you need to start utilising it in your environment(s).

Before we begin…

To best illustrate how the clause works in practice, it is necessary to create an appropriate set of inter-related tables within SQL Server, that will be used for all examples that follow. Here’s one I (rather unimaginatively) made earlier:

The code snippets to create them can be found below:

CREATE TABLE dbo.[ParentTable]
	Field1	BIT		NOT NULL,
	Field2	CHAR(10)	NULL,


CREATE TABLE dbo.[ChildTable1]
	ParentTableID INT FOREIGN KEY REFERENCES dbo.[ParentTable](ParentTableID) NULL,
	Field1	BIT		NOT NULL,
	Field2	CHAR(10)	NULL,

CREATE TABLE dbo.[ChildTable2]
	ParentTableID INT FOREIGN KEY REFERENCES dbo.[ParentTable](ParentTableID) NULL,
	Field1	BIT		NOT NULL,
	Field2	CHAR(10)	NULL,


CREATE TABLE dbo.[GrandchildTable]
	ChildTable2ID INT FOREIGN KEY REFERENCES dbo.[ChildTable2](ChildTable2ID) NULL,
	Field1	BIT		NOT NULL,
	Field2	CHAR(10)	NULL,


The table structures are incredibly basic, but note, in particular, the FOREIGN KEY relationships from the 2 Child Tables to the Parent and also the additional parent/child relationship between the GrandchildTable and ChildTable2. You will also need to look at inserting some test data into the tables to properly follow through the rest of this post.

With our environment prepped, let’s take a look at the different ways we can convert our dataset into JSON format, with minimal effort involved.

Example 1: FOR JSON AUTO

If we were to look at doing a straightforward SELECT * query on all our tables, our query and expected output might look something like this:

FROM dbo.ParentTable AS PT
 INNER JOIN dbo.ChildTable1 AS CT1
  ON PT.ParentTableID = CT1.ParentTableID
 INNER JOIN dbo.ChildTable2 AS CT2
  ON PT.ParentTableID = CT2.ParentTableID
 INNER JOIN dbo.GrandchildTable AS GT
  ON CT2.ChildTable2ID = GT.ChildTable2ID

Our main issue with this query is that, because of how T-SQL works, the 2 ParentTable records are returned for every child and grandchild record. For a client application, this can be somewhat cumbersome to handle. FOR JSON AUTO can be straightforwardly added to the end of the above query to convert the query output accordingly:

FROM dbo.ParentTable AS PT
 INNER JOIN dbo.ChildTable1 AS CT1
  ON PT.ParentTableID = CT1.ParentTableID
 INNER JOIN dbo.ChildTable2 AS CT2
  ON PT.ParentTableID = CT2.ParentTableID
 INNER JOIN dbo.GrandchildTable AS GT
  ON CT2.ChildTable2ID = GT.ChildTable2ID

//Example output of the first 25 lines below:

    "ParentTableID": 1,
    "Field1": true,
    "Field2": "Test      ",
    "Field3": "This is a test record",
    "CT1": [{
        "ChildTable1ID": 1,
        "ParentTableID": 1,
        "Field1": true,
        "Field2": "Test      ",
        "Field3": "This is a test record",
        "CT2": [{
            "ChildTable2ID": 1,
            "ParentTableID": 1,
            "Field1": false,
            "Field2": "Test      ",
            "Field3": "This is a test record",
            "GT": [{
                "GrandchildTableID": 1,
                "ChildTable2ID": 1,
                "Field1": false,
                "Field2": "Test      ",
                "Field3": "This is a test record"

This output provides a much more sensible structure, with no record duplication and proper nesting of child records.


With some modifications to the above query, it is also possible to specify names for each root element. This can be tailored depending on your specific requirements. For example, let’s say we had to provide the following root element names for each of the example tables:

  • dbo.ParentTable -> Parent
  • dbo.ChildTable1 -> FirstChildTable
  • dbo.ChildTable2 -> SecondChildTable

The following query would achieve these requirements, in addition to adding a master root element name of MyTestSQLJSONObject:

SELECT PT.ParentTableID AS [Parent.ParentTableID], PT.Field1 AS [Parent.Field1], PT.Field2 AS [Parent.Field2], PT.Field3 AS [Parent.Field3],
	   ChildTable1ID AS [FirstChildTable.ChildTable1ID], CT1.Field1 AS [FirstChildTable.Field1], CT1.Field2 AS [FirstChildTable.Field2], CT1.Field3 AS [FirstChildTable.Field3],
	   CT2.ChildTable2ID AS [SecondChildTable.ChildTable1ID], CT2.Field1 AS [SecondChildTable.Field1], CT2.Field2 AS [SecondChildTable.Field2], CT2.Field3 AS [SecondChildTable.Field3],
	   GT.GrandchildTableID AS [GrandchildTable.GrandchildTableID], GT.Field1 AS [GrandchildTable.Field1], CT2.Field2 AS [GrandchildTable.Field2], CT2.Field3 AS [GrandchildTable.Field3]
FROM dbo.ParentTable AS PT
 INNER JOIN dbo.ChildTable1 AS CT1
  ON PT.ParentTableID = CT1.ParentTableID
 INNER JOIN dbo.ChildTable2 AS CT2
  ON PT.ParentTableID = CT2.ParentTableID
 INNER JOIN dbo.GrandchildTable AS GT
  ON CT2.ChildTable2ID = GT.ChildTable2ID

//Example of first 25 lines below:

    "MyTestSQLJSONObject": [{
        "Parent": {
            "ParentTableID": 1,
            "Field1": true,
            "Field2": "Test      ",
            "Field3": "This is a test record"
        "FirstChildTable": {
            "ChildTable1ID": 1,
            "Field1": true,
            "Field2": "Test      ",
            "Field3": "This is a test record"
        "SecondChildTable": {
            "ChildTable1ID": 1,
            "Field1": false,
            "Field2": "Test      ",
            "Field3": "This is a test record"
        "GrandchildTable": {
            "GrandchildTableID": 1,
            "Field1": false,
            "Field2": "Test      ",
            "Field3": "This is a test record"

Example 3: NULL Field Values

One thing worth bearing in mind when working with the FOR JSON clause is how NULL field values behave. Take a look at the following example query output from dbo.ParentTable:

When attempting to query this single record using the FOR JSON AUTO clause, we get the following output:

//Example output below. Notice that no field name/value is returned for Field2 now

    "ParentTableID": 1,
    "Field1": true,
    "Field3": "This is a test record"

If you have a requirement always to return a value for every NULL field, then you can use the INCLUDE_NULL_VALUES option to get around this:

FROM dbo.ParentTable AS PT
WHERE PT.ParentTableID = 1
//Notice now that Field2 returns as expected

    "ParentTableID": 1,
    "Field1": true,
    "Field2": null,
    "Field3": "This is a test record"

Even with this option specified, there may still be issues with outputting this field with a value of null. In these scenarios, on a T-SQL side, you would generally use the ISNULL function to replace NULL values with an empty string. Further, because the field type in this example is a CHAR(10) data type, there are ten characters of whitespace that need removing from the output string. The following query will fix both of these problems:

SELECT ParentTableID, Field1, LTRIM(ISNULL(Field2, '')) AS Field2, Field3
FROM dbo.ParentTable AS PT
WHERE PT.ParentTableID = 1

Example 4: Using sub-queries to return child records as JSON objects

In most cases involving parent and child records, returning all the data as JSON may not be required. Instead, it may be necessary to return the fields from the parent record only, and all child records as a single JSON object field on the parent record. Using Subqueries, we can accommodate this scenario as follows

SELECT PT.ParentTableID, PT.Field1, PT.Field2, PT.Field3,
	FROM dbo.ChildTable1 AS CT1
	WHERE CT1.ParentTableID = PT.ParentTableID
) AS ChildTable1,
	FROM dbo.ChildTable2 AS CT2
	 INNER JOIN dbo.GrandchildTable AS GT
	  ON CT2.ChildTable2ID = GT.ChildTable2ID
	WHERE CT2.ParentTableID = PT.ParentTableID
) AS ChildTable2
FROM dbo.ParentTable AS PT

Example 5: Storing FOR JSON Query Output in Parameters

In most scenarios, you will generally provide functions or Stored Procedures for developers to interface with when connecting to the database. It is in this situation where the ability to store the output of any query – including those that use the FOR JSON clause – within a parameter becomes very useful. The following snippet will store the output of a FOR JSON query into a parameter called @JSON, which is then retrievable at any time via a SELECT query:

DECLARE @JSON NVARCHAR(MAX) = (SELECT * FROM dbo.ChildTable2 AS CT2 INNER JOIN dbo.GrandchildTable AS GT ON CT2.ChildTable2ID = GT.ChildTable2ID FOR JSON AUTO)


Wrapping Up: A Few Things to Bear in Mind

  • The FOR JSON clause is not compatible with Common Table Expressions (CTE’s).
  • When storing the output of a FOR JSON query in a parameter, you have no native capability to query the inner contents of the JSON object via a SELECT…WHERE query.
  • Because there is no way of specifying the name of the single column that returns as part of a FOR JSON query, you cannot create a view that uses this clause.

I hope that this post has given you all the information and guidance needed to start working with FOR JSON clauses in your queries. The ability to straightforwardly convert SQL tabular data into a format that most developers would readily scream for is a convenient feature to have at our disposal and is indicative of how far the SQL Server product has moved forward in recent years. Hopefully, this feature will save you some hassle in the future and will mean that you can make friends with your developer colleagues 🙂

This week’s blog post is sponsored by ActiveCrypt Software.

Encryption appears to be a topic of near constant discussion at the moment, spearheaded primarily by the impending deadline of the General Data Protection Regulations (GDPR). These are, in essence, a new set of data protection rules that will apply to all organisations operating within the European Economic Area (EEA). A key aspect of them concerns implementing appropriate technical controls over sensitive data categories, to mitigate against any damage resulting from a data breach. Now, the key thing to highlight around this is the “proportionality” aspect; i.e. any technical controls implemented should be reasonably expected, based on the size of the organisation in question and the nature of their data processing/controlling activity. You should, therefore, be carefully evaluating your organisation to identify whether the lack of encryption could result in damage to a data subject.

I’ve had a look previously at database encryption in the context of Dynamics 365 Customer Engagement. What is nice about the application, and nearly all of Microsoft’s Software as a Service (SaaS) products at the moment, is that GDPR is very much at the centre of each individual offering. I have been genuinely impressed to see the level of effort Microsoft has been devoting to GDPR and in ensuring their SaaS product lines are compliant with the regulations – often without the need for charging customers an arm and a leg in the process. The same can perhaps not be said for any on-premise equivalent of a particular SaaS product. This is, to be fair, expected – Microsoft has been incredibly vocal about adopting a “cloud first” strategy in all things. But for organisations who do find themselves having to support on-premise applications or database systems, the journey towards implementing the required technical solutions for encryption could be rocky.

Case in point – SQL Server has long provided the capability to implement Transparent Database Encryption (TDE), which satisfies the requirement for at rest encryption without the need to redevelop applications from the ground up. Setting up Transparent Database Encryption can be an onerous process (more on this in a second), and requires the involvement of manual scripting. The following script outlines all the steps involved:

--First, a Master Key should be created on the Server instance

USE master;  

--Next, a Certificate for the Server should be created.

CREATE CERTIFICATE MyCert WITH SUBJECT = 'DEK Certificate for testing purposes';  

--This then allows for a Database Encryption Key to be created for encrypting a database. This needs to be created for
--EVERY database that requires encryption

USE EncryptionTest;  

--Once created, Encryption can then be enabled/disabled using the snippets below



--The Server Certificate should be backed up for disaster recovery scenarios or to enable databases to be restored to
--other SQL Server instances. First, backup the certificate with an encrypted private key...

USE master;
    WITH PRIVATE KEY ( FILE = 'C:\MyCert.pvk',
    ENCRYPTION BY PASSWORD = 'mypassword');

--Once saved, execute the following code on the target instance to restore the certificate...


Whilst TDE is a neat solution, it does have some issues:

  • It’s important to keep in mind any potential disaster recovery scenario, when working with TDE, by backing up the server certificate to a separate physical location. The above script provides the necessary snippet to accomplish this, so it is imperative that this is done for every certificate you plan to work with.
  • All required configuration steps have to be accomplished via scripting and the feature is not enabled by default, unlike Azure SQL Databases. Depending on your level of expertise when working with SQL Server, you may have to leverage assistance from other sources to get up and running with the feature.
  • Perhaps the biggest barrier to adopting TDE is the version restrictions. It is only made available as part of the Developer and Enterprise editions of SQL Server. As the name suggests, the Developer edition is licensed strictly for non-Production environments and the Enterprise edition has a staggering cost, licensed based on the number of cores the target server is running. To put this into better context, I was recently quoted a whopping £68,000 through Microsoft Volume Licensing! For most organisations, this can result in an incredibly high cost of ownership just to satisfy a single requirement.

Fortunately, for those who are wanting to implement database encryption via an accessible interface, there are a number of products available on the market to assist. The best one I have come across is DbDefence from ActiveCrypt, which offers a simple to use and efficient means of configuring encryption for your databases. In fact, depending on your database size, you can more than likely have your databases encrypted in less than 5 minutes 🙂 Let’s take a closer look at how straightforward the software is to use by encrypting a database from scratch:

  1. After downloading the installation package, you will need to run it on the server where your SQL Server instance resides. During the installation process, the Full installation option can be selected and you will also need to specify the SQL Server instance that you wish to utilise with the software:

  1. After the installation completes successfully, launch the application and then connect to your target SQL Server instance. Next, select the database that you want to encrypt. You should see a window similar to the below if done correctly:
  2. At this point, you could choose to accept the default Encryption and Protection options and proceed to the next step. However, I would recommend changing the options as follows:
    • Modify the AES Encryption Options value to 256-bit. Whilst the risk of a successful brute force between 128 and 256 bit is effectively zero, 256 still supports longer keys and is, therefore, more secure.
    • In most cases, you just need to ensure data is encrypted at rest and not provide any additional access restrictions beyond this. In these situations, I would recommend setting the required level of protection to Only Encryption. Maximum Transparency. This negates the need for any additional configuration after encryption to ensure your client applications still work successfully.

  1. To encrypt the database, a password/key is required. You should always ensure you utilise a random, sequential password that contains upper/lower case letters, numbers and symbols. I would also recommend having a seperate password for each database you encrypt and to ensure that these are all stored seperately (as they may be required to decrypt the databases at a later date). The length of the password to use will depend on the AES encryption mode, but if you are using 256 bit, then an 18 character password is recommended.
  2. When you are ready to start the encryption process, press the Encrypt button and confirm the warning box that appears:

Give it a few minutes and you will then be able to see in the main window that your database has been encrypted successfully:

If you ever have the requirement to decrypt the database, then you can return to the application at any time, connect up to the database, enter the password and then press Decrypt:

  1. As a final step, you can then test that your database files have been encrypted successfully by attempting to mount the encrypted database files onto a seperate SQL Server instance. You should get an error message similar to the below, indicating that your database has been encrypted successfully:

Conclusions or Wot I Think

The world of encryption can be a veritable nightmare to those approaching for the first time, and GDPR can be blamed – but also, I would argue, welcomed – in raising the profile of the topic recently. As with a lot of things concerning GDPR, there is a real opportunity for organisations to get a handle on the personal data they work with every day and to implement the required processes and systems to ensure the right thing is being done when handling sensitive data. Database encryption is one weapon in your arsenel when it comes to satisfying a number of areas within GDPR; but, as we have seen, the total cost of ownership and technical expertise required to implement such a solution could – regrettably – force many to simply look the other way when it comes to securing their databases. DbDefence assists greatly in both these regards – by significantly reducing cost and providing a simplified, easy to use interface, to deploy database encryption within minutes. What’s great as well is that, as part of evaluating the software, I found the support team at ActiveCrypt incredibly reactive and helpful in dealing with the queries I had around the product. If you are looking for a cheaper, yet wholly effective, solution to implement database encryption for SQL Server, then I would not hesitate to recommend the DbDefence product.