Paginated reports in Power BI are ideal for specific scenarios where traditional interactive reports may not meet your requirements. Understanding when to choose paginated reports ensures you deliver the right solution for your business needs.
Paginated reports excel when you need pixel-perfect fo…Paginated reports in Power BI are ideal for specific scenarios where traditional interactive reports may not meet your requirements. Understanding when to choose paginated reports ensures you deliver the right solution for your business needs.
Paginated reports excel when you need pixel-perfect formatting for printing or PDF export. They are designed to fit perfectly on a page, making them suitable for invoices, statements, and official documents that require precise layout control. Unlike standard Power BI reports, paginated reports maintain consistent formatting across multiple pages.
Choose paginated reports when dealing with operational reports that display large volumes of detailed data. If stakeholders need to see every transaction row rather than aggregated summaries, paginated reports handle extensive datasets efficiently by spreading content across as many pages as necessary.
These reports are optimal for scenarios requiring parameterized filtering. Users can input specific values like date ranges, regions, or customer IDs before generating the report, producing customized outputs tailored to individual needs. This functionality supports subscription-based delivery where different users receive personalized versions.
Paginated reports work well for regulatory compliance and audit requirements where standardized document formats are mandatory. Financial statements, inventory lists, and compliance reports benefit from the structured, repeatable output format.
Consider paginated reports when you need to export complete datasets to various formats including PDF, Excel, Word, or CSV. The export capabilities preserve formatting and include all data rows, unlike standard reports that may truncate large exports.
However, paginated reports lack the interactive exploration features of standard Power BI reports. They do not support cross-filtering, drill-through actions, or dynamic visualizations. Users cannot manipulate the data view after generation.
In summary, select paginated reports for print-ready documents, detailed transactional data, parameterized operational reports, compliance documentation, and scenarios requiring formatted exports. Use standard Power BI reports when interactivity and data exploration are priorities.
Choose When to Use Paginated Reports - Complete Guide
Why This Topic Is Important
Understanding when to use paginated reports versus standard Power BI reports is a critical skill for the PL-300 exam. This knowledge ensures you can recommend the appropriate reporting solution based on business requirements, particularly for scenarios involving printing, regulatory compliance, and operational reporting needs.
What Are Paginated Reports?
Paginated reports are pixel-perfect, print-ready reports designed for printing or PDF generation. They are called 'paginated' because they are formatted to fit well on a page and display all data across multiple pages when necessary. These reports are built using Power BI Report Builder or SQL Server Reporting Services (SSRS) Report Builder.
Key Characteristics of Paginated Reports:
• Pixel-perfect formatting - Precise control over layout, fonts, and positioning • Print-optimized - Designed to look excellent when printed on paper • Complete data rendering - Can display thousands of rows across multiple pages • Export capabilities - Support for PDF, Excel, Word, and other formats • Parameter-driven - Allow users to filter data before report generation • Scheduled delivery - Can be emailed or delivered to file shares on a schedule
When to Choose Paginated Reports
Select paginated reports for these scenarios:
1. Printing Requirements - When reports must be printed with consistent formatting 2. Operational Reports - Invoices, purchase orders, receipts, and statements 3. Regulatory Compliance - Financial statements, audit reports requiring specific layouts 4. Large Data Tables - Reports displaying hundreds or thousands of rows 5. Mail Merge Documents - Personalized letters or documents 6. Scheduled Distribution - Reports that need to be emailed as attachments 7. Legacy SSRS Migration - When migrating existing SSRS reports to Power BI
When NOT to Choose Paginated Reports
Use standard Power BI reports instead when:
• Interactive data exploration is the primary goal • Users need to drill down, filter, and slice data dynamically • Visualizations like charts, maps, and KPIs are the focus • Real-time dashboards are required • Mobile-responsive design is essential
How Paginated Reports Work
1. Design Phase - Created in Power BI Report Builder with precise layout controls 2. Data Connection - Connect to various data sources including Power BI datasets, Azure SQL, and others 3. Publishing - Upload to Power BI Service in a Premium or Premium Per User workspace 4. Consumption - Users view, export, or subscribe to receive reports
Licensing Requirements
Paginated reports require Power BI Premium capacity, Premium Per User license, or embedded capacity to publish and view.
Exam Tips: Answering Questions on Choose When to Use Paginated Reports
Tip 1: Look for keywords like 'print', 'PDF', 'invoice', 'statement', or 'pixel-perfect' - these strongly indicate paginated reports.
Tip 2: When a question mentions displaying 'all rows' or 'complete data sets' across multiple pages, paginated reports are the answer.
Tip 3: Regulatory or compliance reporting scenarios typically require paginated reports due to their consistent formatting.
Tip 4: If the scenario describes scheduled email delivery of report attachments, think paginated reports.
Tip 5: Interactive exploration, dynamic filtering, and visual analytics point toward standard Power BI reports, not paginated reports.
Tip 6: Remember that paginated reports need Premium capacity - if a question mentions Pro-only licensing with paginated requirements, there may be a licensing consideration in the answer.
Tip 7: Questions about migrating SSRS reports to Power BI typically involve paginated reports as the destination format.