What is Microsoft Dataverse? How It Works with Power BI

In the ever-evolving landscape of data management, it’s crucial to stay informed about tools and platforms that can streamline your workflow. Curious about ‘What Is Microsoft Dataverse’?

Microsoft Dataverse is a powerful cloud-based data storage and management platform. It allows you to securely store and manage diverse data types, including structured and unstructured data. With Dataverse, you can create custom databases, tables, and fields to suit your needs.

Dataverse provides a user-friendly interface for data entry, retrieval, and manipulation. It seamlessly integrates with Microsoft Power Apps and Power Automate, enabling you to build powerful apps and workflows. This integration empowers you to create personalized experiences, automate processes, and gain valuable insights from your data.

This blog post explores the features, benefits, and real-world applications of MS Dataverse. You’ll understand how it can revolutionize how you store, manage, and utilize your data.

Table of Content:

1. What is Microsoft Dataverse?
2. Why Microsoft Dataverse is so Important?
3. Who Should Use Microsoft Dataverse?
4. Dataverse vs. SQL Server: Key Differences
5. How Does the Microsoft Dataverse Work in Power BI?
6. Features and Functionality of Microsoft Dataverse
7. How to Access Microsoft Dataverse?
8. How to Connect Microsoft Dataverse?
9. How To Use Dataverse Data in Power BI?
10. How Do You Create a Report From Dataverse in Power BI?
11. Advantages of Microsoft Dataverse in Power BI
12. How Much Microsoft Dataverse Can Store Data?
13. Is Microsoft Dataverse Secure?
14. FAQs About Microsoft Dataverse
15. Wrap Up

Let’s dive in and discover the power of Microsoft Dataverse together.

What is Microsoft Dataverse?

Definition: Microsoft Dataverse is a cloud-based data platform that securely stores and manages data used by business applications. It serves as a central repository for information, offering a unified and scalable solution for app development. Microsoft Dataverse originated as the Common Data Service in 2016. Then, it evolved to Dataverse in 2020 to emphasize its broader capabilities beyond common data models.

Dataverse integrates seamlessly with Microsoft Power Platform, allowing you to build, customize, and extend applications without extensive coding. Its common data model provides a standardized and consistent structure, facilitating interoperability between apps and reducing data silos.

With Dataverse, you can define data models, create relationships, and enforce business rules. This helps to ensure data integrity and reliability across applications.

Why Microsoft Dataverse is so Important?

Microsoft Dataverse addresses the need for a comprehensive, integrated, and secure data management solution. Here is a detailed discussion of why we need it.

• Unified data management: Microsoft Dataverse provides a unified platform for data management. It allows you to store and organize data from various sources in a standardized manner. This unified approach streamlines data handling and promotes consistency across applications.
• Integration with Power Platform: It serves as the underlying data platform for Microsoft’s Power Platform. It enables seamless integration between Power BI, Power Apps, Power Automate, and Power Virtual Agents. Thus, it facilitates the creation of comprehensive business solutions.
• Scalable and secure: Dataverse offers scalability to handle growing datasets and ensures data security with robust access controls. It provides a reliable foundation for applications that require secure and scalable data storage.
• Rapid app development: With MS Dataverse, you can rapidly develop and deploy applications using Power Apps. The platform abstracts much of the complexity of database design. Consequently, it allows app makers to focus on application logic, enhancing agility in development.
• Reduced development effort: Dataverse reduces development effort by offering pre-built connectors, data types, and relationships. This simplifies the creation of applications, as developers can leverage existing structures rather than starting from scratch. Consequently, this saves time and resources.

Who Should Use Microsoft Dataverse?

Microsoft Dataverse is a versatile solution suitable for various professionals and organizations. It offers a unified data platform that aligns with the diverse needs of modern organizations.

• Business Analysts

Business analysts can benefit from Microsoft Dataverse as it provides a user-friendly environment for managing and analyzing data. It allows creating and customizing applications without extensive coding, enabling a more hands-on approach to data-driven decision-making.

• App Developers

App developers find Microsoft Dataverse valuable for its seamless integration with Power Apps. It offers a standardized data platform that simplifies database design. This reduces development effort and allows developers to focus on building application logic and functionality.

• IT Professionals

IT professionals leverage Microsoft Dataverse for its scalability, security features, and compatibility with the broader Microsoft ecosystem. It provides a foundation for managing and storing data, ensuring IT infrastructure aligns with organizational data management needs.

• Data Professionals

Data professionals, including database administrators and engineers, benefit from Dataverse’s capability to handle and structure data. It provides a unified data platform that supports data modeling, relationships, and security, streamlining data management tasks.

• Organizations with Multiple Applications

Organizations with multiple applications can utilize Dataverse to centralize and unify their data. It enables seamless data sharing and integration among applications within the Microsoft Power Platform, promoting consistency and collaboration.

• Companies Embracing the Power Platform

Companies embracing the broader Microsoft Power Platform, including Power BI and Power Virtual Agents, should use Dataverse. Why? It serves as the common data platform that facilitates interoperability among these tools. Moreover, it enhances the overall efficiency and effectiveness of the Power Platform ecosystem.

• Collaborative Teams

Collaborative teams within an organization benefit from Dataverse’s ability to streamline communication and data sharing. It provides a centralized platform where teams can collaborate on the development and deployment of applications. This fosters a more cohesive and efficient working environment.

Dataverse vs. SQL Server: Key Differences

Here’s a comparison table for Dataverse vs. SQL Server:

How Does the Microsoft Dataverse Work in Power BI?

Microsoft Dataverse works seamlessly with Power BI by acting as a centralized data storage platform that connects business applications with analytics tools. Here’s how it functions in Power BI:

1. Data Storage & Management

Dataverse stores structured business data in a cloud-based environment with predefined tables and relationships. This ensures data consistency and easy accessibility for Power BI reporting.

2. Direct Integration with Power BI

Power BI connects directly to Dataverse, allowing users to import or query data without needing complex ETL processes. This makes data retrieval faster and more efficient.

3. Real-Time Data Synchronization

Data updates in Dataverse are automatically reflected in Power BI dashboards and reports, ensuring users always work with the latest insights.

4. Secure Access & Role-Based Permissions

Dataverse enforces security policies, ensuring that only authorized users can access or modify data in Power BI reports, maintaining compliance and data integrity.

5. Advanced Data Processing & AI Integration

Power BI can leverage Dataverse’s built-in business rules, relationships, and AI-powered insights for advanced analytics, providing deeper and more meaningful business intelligence.

Features and Functionality of Microsoft Dataverse

Integrating Data into Dataverse

Integrating data into Microsoft Dataverse is straightforward, enabling organizations to centralize information from various sources. It supports APIs, Power Automate, and third-party tools, allowing easy import, export, and synchronization of data for a unified view.

Dynamics 365 and Dataverse

Microsoft Dynamics 365 is integrated with Dataverse, enhancing functionality by serving as its underlying data platform. This integration allows seamless data sharing, fostering collaboration and informed decision-making across applications.

Dataverse Handles Data in Any Shape and Form

Dataverse can manage various data formats, including unstructured and structured data. This flexibility allows organizations to store and analyze diverse data types in a centralized location, maximizing the value of their data assets.

Dataverse Works with Any Software

Dataverse is compatible with numerous software applications, including Microsoft tools like Power BI and Power Apps, as well as third-party solutions. This interoperability enables organizations to enhance their data-driven initiatives easily.

Dataverse Unlocks Gems Hidden in the Data

Dataverse utilizes advanced analytics and machine learning to uncover valuable insights within data. This capability helps organizations identify trends and correlations, empowering informed decision-making and operational optimization.

Dataverse Has Multi-Level Security

Dataverse ensures data security through a multi-level framework, including role-based access control and encryption for data at rest and in transit. Compliance with industry standards further strengthens its security, safeguarding critical information.

How to Access Microsoft Dataverse?

1. Sign In to Microsoft 365: Use your Microsoft 365 account credentials to log in to the Microsoft 365 portal.
2. Navigate to Power Apps: Once logged in, find and click on the Power Apps icon, which is typically available on the app launcher or in the list of applications.
3. Select Dataverse: In Power Apps, locate the Dataverse option on the left-hand menu. You may find it under the “Data” section or directly listed as “Dataverse.”
4. Access Your Environment: Choose the appropriate environment if you have multiple environments set up. Your Dataverse data is organized within specific environments.
5. Explore Tables and Data: After selecting Dataverse, you can view and manage your tables, relationships, and data. You can also create new tables, customize existing ones, and use the data for app development or reporting.
6. Use the Dataverse API: If you’re a developer, you can also access Dataverse programmatically through its APIs for more advanced integrations and functionalities.

How to Connect Microsoft Dataverse?

You can safely store your business information in Dataverse and create sophisticated applications in Power Apps that allow users to manage this data effectively. Moreover, you can integrate this data into solutions that leverage Power Automate, Power BI, and Dynamics 365.

By default, the app links to Dataverse tables within the current environment. If your app is transferred to a different environment, the connector will automatically access the data in that new location. This functionality is particularly useful for applications that operate within a single environment or those that adhere to an application lifecycle management (ALM) process, transitioning from development to testing and finally to production.

When you incorporate data from Dataverse, you have the option to change the environment and select one or more tables. By default, the application connects to data in the environment currently in use.

If you choose to change the environment, you can designate a different one to source data either exclusively or in addition to the current environment.

The name of the selected environment will appear below the table list.

How To Use Dataverse Data in Power BI?

Follow the steps below to use the Power BI Dataverse.

1. Open Power BI Desktop.
2. Click “Get Data” and select “Common Data Service” as the data source.
3. Choose the Dataverse environment and entity containing the data.
4. Apply any required transformations or filters.
5. Load the data into Power BI.
6. Design reports and visualizations using the Dataverse data.
7. Refresh data periodically to ensure it’s up-to-date.

How Do You Create a Report From Dataverse in Power BI?

Stage 1: Logging in to Power BI

1. Log in to Power BI.
2. Enter your email address and click the “Submit” button.

• You are redirected to your Microsoft account.
• Enter your password and click “Sign in“.

• You can choose whether to stay signed in.

Stage 2: Creating a Data Set and Selecting the Data Set to Use in Your Chart

• Go to the left-side menu and click the “Create” button.
• Select “Paste or manually enter data“.

• We’ll use the sample data below for this example.

• Paste the above data table in the Power Query Window.
• Select the “Create a dataset only” option.

• On the left-side menu, click “Data Hub“.
• Power BI populates the data set list. (If you have not created a data set, refer to the Error! Reference source not found section).

• Click on the “Create a report” dropdown.

• Click on Market Share Analysis:

• Click the “Expand All” option:

• You can see your chart metrics:

• Click on “Get more visuals“.

• Search for ChartExpo and select the Comparison Bar Chart:

• Click the “Add” button.

• You can now see the Comparison Bar Chart in the visualizations list.

• Expand your chart space.

• Select the metrics of your data:

• Click the second icon of Format Visuals and click on Visual:

• In Visual, click License Settings, add the key, and enable the license.
• After adding the key, you can see the comparison bar chart.

• Click the General tab to add the header text.

• The final Comparison Bar Chart in Power BI will appear as below.

Insights

• Samsung and Apple consistently dominate market shares across quarters.
• Xiaomi maintains a steady market share, trailing Samsung and Apple.
• Huawei sustains its market share in the first three quarters but experiences a decline in the fourth.
• Oppo and Vivo maintain relatively stable shares with minor fluctuations, lacking significant growth compared to Samsung, Apple, and Xiaomi.

Elevate Chart Quality by Utilizing Microsoft Dataverse Data:

1. Open your Power BI Desktop or Web.
2. From the Power BI Visualizations pane, expand three dots at the bottom and select “Get more visuals”.
3. Search for “Comparison Bar Chart by ChartExpo” on the AppSource.
4. Add the custom visual.
5. Select your data and configure the chart settings to create the chart.
6. Customize your chart properties to add header, axis, legends, and other required information.
7. Share the chart with your audience.

The following video will help you create a Comparison Bar Chart in Microsoft Power BI.

Advantages of Microsoft Dataverse in Power BI

1. Seamless Integration

Dataverse integrates effortlessly with Power BI, allowing users to access, analyze, and visualize data in real time. This eliminates the need for complex data extraction and transformation (ETL) processes, making reporting more efficient.

2. Centralized Data Management

It provides a unified cloud-based data environment, ensuring consistency across Power Apps, Power Automate, and Power BI. This eliminates data silos and improves collaboration across different teams.

3. Enhanced Security & Compliance

With role-based access control, encryption, and compliance with industry standards, Dataverse ensures that sensitive business data is secure while still being accessible to authorized Power BI users.

4. Improved Data Quality

Built-in validation, business rules, and data governance features help maintain accuracy and integrity. Power BI users benefit from cleaner, more reliable data for better decision-making.

5. Automated Data Refresh

Dataverse enables automatic data refresh with Power BI, ensuring that reports and dashboards always reflect the latest updates without manual intervention.

How Much Microsoft Dataverse Can Store Data?

Microsoft Dataverse offers flexible storage capacity based on the type of data and the specific licensing plan. Here’s a general overview of its storage capabilities:

1. Base Storage: Each Dataverse environment comes with a default base storage of 10 GB. This space is used to store standard and custom tables, data, and files.
2. Additional Storage: Organizations can purchase additional storage if needed. The cost and availability of extra storage can vary based on the licensing plan. This additional storage is often offered in increments of 1 GB.
3. File and Log Storage: Dataverse also has specific storage allocations for files and logs:
   • File Storage: Typically used for attachments and files, each environment has a designated file storage limit, which is usually set at 1 GB per user license.
   • Log Storage: This is used for logs generated by operations and events within the environment, and it is typically separate from base storage.
4. Data Storage Limits: There are limits on the number of rows and the complexity of data stored in Dataverse. Each table can hold up to 1 million rows, but this limit can be influenced by performance considerations and specific license agreements.

Is Microsoft Dataverse Secure?

FAQs About Microsoft Dataverse

Is Dataverse a database?

Dataverse is not just a database; it is a cloud-based data platform by Microsoft that securely stores and manages data for business applications. It provides relational database capabilities along with advanced features like security, business logic, and integration with Power Apps and Power BI.

While it includes database-like storage, it is designed for scalable, low-code data management across organizations.

What is Microsoft Dataverse in Power BI?

Microsoft Dataverse in Power BI is a data connector enabling integration of Power BI with the Dataverse platform. It allows Power BI users to connect, analyze, and visualize data in Dataverse, streamlining data analytics and reporting.

How do you use Dataverse data in Power BI?

To use Dataverse data in Power BI, connect to Dataverse using the built-in Dataverse connector. Select the desired tables/entities, build queries, and load data into Power BI. Then, utilize this data to create visualizations, dashboards, and reports within Power BI.

Wrap Up

Microsoft Dataverse is pivotal within the Microsoft Power Platform as a unified and scalable data platform. Curious about ‘What Is Microsoft Dataverse’? Its significance lies in its ability to streamline and centralize data management for organizations across various industries.

Dataverse’s unified data model ensures consistency by providing a standardized framework for storing and organizing data. This foundational feature promotes interoperability among applications, contributing to a more cohesive and integrated business environment.

The platform’s centralized data storage empowers organizations to manage data securely in a single repository. This enhances data accessibility and facilitates efficient governance and compliance with industry standards and regulations.

Moreover, the scalability of Dataverse allows it to adapt to the evolving needs of businesses. Whether handling large datasets or accommodating increasing workloads, Dataverse provides a scalable solution for various organizations.

The synergy of Microsoft Dataverse, ChartExpo, and Power BI forms a powerful trifecta in data management and visualization. Microsoft Dataverse is the central hub, providing a unified data platform that seamlessly integrates with Power BI. ChartExpo’s dynamic visualizations enhance the interpretation of Dataverse data, offering a visually intuitive representation.

Embracing Microsoft Dataverse with ChartExpo and Power BI is not just a technological collaboration. It’s a strategic approach to unlocking the full potential of data for informed decision-making.

Do not hesitate. Embrace this integration and revolutionize how you work with data.