A Power BI template is provided to simplify the process of connecting to and using the OData API. The template can be downloaded from the Gimmal Software Downloads site. If you need access to this site please contact Gimmal Support.
This template will automatically connect to primary data as well as the related tables.
Access to the Gimmal Records cloud service.
The user name and password to a Service Account in the Gimmal Records cloud service.
Gimmal Records Power BI template.
Knowledge of Power BI Desktop.
Opening the Power BI template
Once downloaded, open the template in Power BI Desktop. You will be prompted with the following window to authenticate:
Enter the user name and password of the Gimmal Records Service account.
Select https://records.gimmal.cloud/odata from the drop-down and click Connect.
You may be asked for the credentials more than once. If so just repeat the steps above.
Relationships have been pre-created to show the proper relationships between tables.
The Power BI template provides four pages, each described in this section.
The Dashboard shows several high-level visuals focused on the current state of records in the system. This dashboard uses the following tables:
Additional columns were created in Power Query to aid in creating visuals:
How many days have expired since retention has expired on a record, or blank if retention has not expired
Parsed from PropertyBag, it contains the name of file
Parsed from PropertyBag, it contains the size, in bytes, of the file
Parsed from PropertyBag, it contains the repository a record exists in
Measures were created to help show some quick visual of records in the system:
Uses IsRecord to count the number of declared records in the system
Uses FileSize and RecordClassTitle to sum the size of records that are classified to a Record Class
Uses FileSize and RecordClassTitle to sum the size of records that are not classified to a Record Class
The Records page displays a table of records meeting the criteria of the dropdowns in the header. By default, only manually classified records are displayed, however, you can also choose Obsolete, Superseded, Permanent, and Vital records.
This table could grow very large depending on the values selected. Be cautious of your selections.
The Trigger Impact page displays several tables. Moving from left to right, you can select elements of the File Plan and see which records are impacted. By default, the table will now show any records as that list could be extremely large.
An additional Measure was created (TriggerRetentionLifecycle) to prevent records from showing in the table until a File Plan element was selected.
File Plan Exceptions
The File Plan Exceptions page displays several lists showing potential exceptions in the File Plan.
Record Classes without Classification Rules
Record Classes without Lifecycles
Triggers without Retentions
Retentions without Lifecycles