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.

Prerequisites

  • 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

Relationships have been pre-created to show the proper relationships between tables.

Report Pages

The Power BI template provides four pages, each described in this section.

Dashboard

The Dashboard shows several high-level visuals focused on the current state of records in the system. This dashboard uses the following tables:

  • records

  • legalholds

Additional columns were created in Power Query to aid in creating visuals:

ExpiredDays

How many days have expired since retention has expired on a record, or blank if retention has not expired

FileName

Parsed from PropertyBag, it contains the name of file

FileSize

Parsed from PropertyBag, it contains the size, in bytes, of the file

Repository

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:

DeclaredRecords

Uses IsRecord to count the number of declared records in the system

SumManagedFileSize

Uses FileSize and RecordClassTitle to sum the size of records that are classified to a Record Class

SumUnmanagedFileSize

Uses FileSize and RecordClassTitle to sum the size of records that are not classified to a Record Class

Records

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 By default, only manually classified records are displayed, however, you can also choose Obsolete, Superseded, Permanent, and Vital records.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.

Trigger Impact

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