Turn Power BI Reports into Action Hubs with Translytical Task Flows

Learn how Power BI’s new feature, translytical task flows, let you take action directly within your reports by updating data, triggering workflows, and driving decisions in real time without leaving the dashboard. We break down what it is, how it works, and real-world ways it can transform your reporting experience.

What Are Translytical Task Flows?

Translytical Task Flows (now in public preview as of May 19, 2025) transform Power BI into an action driven platform. Instead of simply visualizing data, users can now:

  • Add, edit, or delete records in Fabric-backed databases
  • Annotate data directly in reports
  • Trigger external workflows or notifications (e.g. Teams or email)
  • Invoke custom AI or API logic

And all of this without leaving the report interface! Powered by Microsoft Fabric User Data Functions, translytical task flows allow Power BI to execute transactional operations (CRUD or external calls) directly from report visuals.

How It Works: Preview and Architecture

  • Enable Preview Features

    In Power BI Desktop: go to File → Options → Preview Features and enable Translytical Task Flows, Text, List, and Button slicers.
    In Microsoft Fabric Admin Portal: enable User Data Functions (preview) and SQL database capabilities.

  • Setup Data Backend

    Create a SQL database in Fabric (recommended for write-back scenarios) and define tables for transactional actions (e.g. comments, approvals). Fabric Warehouses and Lakehouses can also work, but aren’t recommended.

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  • Develop User Data Functions

    Using Python within Fabric, write functions that perform CRUD operations or call external APIs (e.g. Teams, CRM, or Azure OpenAI). These functions are triggered by Power BI buttons and receive inputs via slicers and report filter context.

  • Design Interactive Reports

    In Power BI Desktop:

    • Add visual controls: Text slicer for freeform input, List/Button slicer for categorical inputs
    • Add a Data function button, mapped to the corresponding user data function
    • Configure parameters and trigger behavior (auto clear or report refresh)

Real-World Use Cases

Lead Qualification in Sales

Imagine a sales dashboard with live insights into incoming leads. Previously, qualifying a lead required switching to a CRM like Dynamics 365. With translytical task flows, a sales rep can simply click a “Qualify” button in Power BI, passing lead ID and status to a Fabric function that updates the CRM or database. Follow up actions like email notifications or task creation can also be triggered right there.

Commenting & Annotation Directly in Reports

Commenting on sales data or product performance no longer requires external tools. Users can enter notes directly in Power BI by selecting a row and clicking “Add Comment.” The comment is stored back into the Fabric SQL Database or Warehouse and immediately displayed in the report. Edits and deletions are also possible, all in-context and reflected instantly.

Workflow Approvals & Notifications

When discounts or budget changes are proposed via a report button, a Fabric task flow can call external APIs to trigger workflows—such as posting requests to Teams, notifying approvers, sending emails, or even integrating with external approval systems. Once approved, the response from the API can be used to update the data, with changes reflected back in the Power BI report—closing the loop within the same environment.

AI Powered Suggestions on the Fly

By integrating Azure OpenAI through a Fabric function, Power BI users can select an influencer or sales opportunity and request AI-generated suggestions right inside the report. The function can respond with tailored text that streamlines content creation or decision support.

Scenario Walkthrough: Annotation with Text & List Slicers

  • Text slicer collects free form comments
  • List or button slicer gathers structured inputs like a comment type or rating
  • A submit button triggers a Fabric function with these parameters
  • The function writes a record to a SQL table
  • The Power BI report refreshes to show the new annotation instantly.

This setup works well in environments that require feedback loops such as product reviews, financial commentary, or performance notes.

BenefitWhy it Matters
Faster DecisionsNo app-switching. Stay in the report to act instantly
Operational ConsistencyActions & data remain in-sync and auditable
Streamlined WorkflowsAutomate internal approvals or notifications directly from reports
Lower ComplexityNo Power Platform / Power Apps overhead. Built within existing Fabric + BI stack

By closing the gap between insights and execution, Smartbridge clients can deliver truly interactive reporting experiences that accelerate business value.

Translytical Task Flows in Power BI represent a meaningful shift: reports that don’t just inform but also empower. From lead scoring to operational approvals, annotations, and AI enhanced workflows, actions now originate within the report interface. This innovation accelerates decision making while simplifying architecture.

Smartbridge is poised to help clients harness this for smarter, faster, and more cohesive decision workflows. Contact us today to learn more about how we can assist you with your Power BI needs.

Keep Reading: Power BI in Oil & Gas Finance: 4 Real-World Examples

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