Only platform administrators have access to this feature, due to the ability to extract a significant amount of information from the platform.
This method only works with the desktop version of PowerBI, the web version does not allow downloading CSV files from a URL.
Elium has a simple way to extract metadata (including template fields) from content in CSV format from a URL.
This allows Elium to be connected directly to dashboard and analysis tools such as PowerBI, Tableaux or Data Studio. The data will be updated in real time.
Step 1 : Create a dedicated account
It is strongly recommended to use a dedicated user account in order to connect Elium with a tool such as PowerBI.
To do so, go to the administration panel in the "Users" tab of the "General" section.
Then click on "Add a user".
The user management window in Elium.
Fill in an email address, a first name and a last name. These do not have to be real. In order to identify this account as an account used to connect Elium to PowerBI, we can give it as email address "email@example.com", with "PowerBI Elium" as first and last name.
Leave "Send invitation" and select "Password" as the connection type, as SSO does not work, because we are creating a dedicated PowerBI user account here.
Metadata extraction requires the system administration role, so you need to give this role. There is no need to assign any particular space to this account.
The languages have no impact, so you can leave them as they are.
Here is the final version:
Creation of a user for the PowerBI integration
Click on "Add".
Now you need to assign a password to this account. To do this, click on "Option" on the far left in the user table on the line of the newly created user and then "Set a password".
Click on "Choose the password myself" and enter a strong password. We emphasize the complexity of the password, as this is a system administrator account. Use a secure password storage tool if necessary.
🚨 PowerBI doesn't support the @, / and : characters in the password with basic authentication. So pay attention to not use them in your password.
Step 2 : Get the URL from Elium
To start, go to the advanced search, available by clicking on the magnifying glass icon in the main search bar.
Once in the search, simply filter the contents of the platform according to the desired criteria. Once you are satisfied with the results, click on the button labeled with three small dots and select "Configure a search export".
An advanced search filtered on the "Release Notes" template will extract all the metadata and fields of the release notes for example.
This action opens a popup window giving access to a URL.
This URL will be used to configure PowerBI to automatically retrieve the metadata in the tool.
Step 3: Connect PowerBI
Now let's open PowerBI to create a new dashboard with the metadata from Elium.
PowerBI desktop version
Click on the "Get data" button in the toolbox at the top left. In the popup window, select "Others" and then "Web.
The window showing you the different ways to retrieve data.
Next, click on "Connect".
Copy the URL here.
In this window you paste the URL you copied from Elium. You can leave "Basic" checked and click on "OK" to go to the next step.
We now need to authenticate PowerBI on your Elium platform. To do so, we will use the account we created in the first step.
Select the "Basic" option in the left pane of the window then enter the email address and password of the dedicated account. The third field can remain as it is.
Click on "Connect".
Authentication window in PowerBI
PowerBI then shows you a preview of your advanced search metadata extraction from your Elium platform.
Overview of Elium content metadata in PowerBI.
Now just click on "Load" to get this data in your PowerBI dashboard.
There you go, now it's up to you! 📊