ENTERPRISEDNA.

CO

BROUGHT TO YOU BY

APIs in
Power BI
- a comprehensive guide
CHAPTERS
API Basics in Power BI
Connecting APIs
API Authentication

ENTERPRISEDNA.CO
Handling Pagination
Transforming API Data
Custom API Functions
API Error Handling
Working with JSON
Testing with Postman
Automating with List.Generate
API Traffic Debugging
Reusable API Templates
 ENTERPRISEDNA.CO

1
API Basics
The importance and steps for connecting
APIs to Power BI

APIs: Connect Power BI to external data

sources via APIs for real-time data
integration.
Endpoints: Specific URLs that provide
access to data within an API.
Methods: HTTP methods (GET, POST)
used to request data from APIs.
Headers: Information sent with API
requests, often for authentication.
Response Formats: JSON/XML formats in
which APIs return data.
 APIs enable Power BI to integrate and
visualize real-time data from various
sources.

APIs unlock data from web services and

applications not natively supported by
Power BI.

Automate data retrieval processes,

reducing manual data entry.

Tailor API requests to retrieve precisely

the data needed for specific analyses.

ENTERPRISEDNA.CO
PRO TIPS

Test API calls in Postman before

implementing them in Power BI.

Simplify API queries to improve

response times and efficiency.

Track and manage API usage

limits to avoid service
disruptions.

Cache frequently accessed API

data to reduce load times and
API calls.

Regularly check API updates to

avoid breaking changes in your
reports.
 ENTERPRISEDNA.CO

2
Connecting APIs
A step-by-step guide to connecting APIs
with Power BI

API URL: The web address where the API

can be accessed, including the base
URL and endpoints.
Web Connector: Power BI’s tool for
connecting to APIs via the "Web" data
source option.
HTTP Methods: Common methods like
GET (retrieve data) and POST (send
data).
Query Parameters: Variables appended
to the URL to filter or modify the data
returned by the API.
Data Load: Options to load data directly
or through Power Query for further
transformation.
 Ensure API URLs are correct and
functional before use in Power BI.

Use query parameters to retrieve only

necessary data, minimizing load times.

For public APIs, use anonymous access

when possible to simplify connections.

Always test API connections in Power BI

Desktop before deploying.

Keep a record of all API connections,

including URLs, methods, and
parameters.

ENTERPRISEDNA.CO
Connecting APIs allows direct access to
data without intermediate storage.

Customize data retrieval to meet

specific reporting needs by adjusting
API parameters.

Automatically refresh data in Power BI

as the underlying API data changes.

APIs enable integration with a wide

range of data sources not directly
supported by Power BI.

ENTERPRISEDNA.CO
PRO TIPS

Be aware of rate limits to avoid

service interruptions.

Apply Power Query

transformations to clean and
prepare API data before loading.

Start with small data requests to

verify the connection works as
expected.

Implement pagination in API calls

to manage large datasets
effectively.

Use secure storage for API keys

and tokens to protect sensitive
data.
 ENTERPRISEDNA.CO

3
API Authentication
Key techniques for securely accessing APIs

API Key: A unique identifier used to

authenticate requests, often passed as
a query parameter or header.
OAuth: A secure token-based
authentication method requiring user
consent, often used for accessing third-
party APIs.
Authentication: Encodes username and
password in Base64, passed in the
request header.
Bearer Tokens: A token used in the HTTP
Authorization header for secure access.
Header Security: Authentication details
are typically included in the HTTP
headers to maintain security.
Always connect to APIs over HTTPS to
protect sensitive authentication data.

Regularly rotate API keys and tokens to

minimize security risks.

Store authentication keys in

environment variables to avoid hard-
coding them.

Continuously monitor API access and

revoke credentials when no longer
needed.

ENTERPRISEDNA.CO
 Authentication ensures that only
authorized users can access the API
data.

Protects data from unauthorized

access and potential tampering.

Tracks who is accessing the API,

enhancing auditability and security.

Provides different levels of access

control depending on the user or
application.

ENTERPRISEDNA.CO
PRO TIPS

Use Postman to test API

authentication before
implementation in Power BI.

Implement token expiry for OAuth

and Bearer Tokens to enhance
security.

Always refer to API

documentation for the correct
authentication method.

Keep a log of successful and

failed authentication attempts
for security monitoring.

Never hard-code API keys; use

secure vaults or environment
variables instead.
 ENTERPRISEDNA.CO

4
Handling Pagination
Managing large API data sets with
pagination

Pagination: A method to split large data

sets into manageable "pages" retrieved
sequentially via API.
Offset: A parameter used to specify the
starting point of the data in the API
request.
Limit: Defines the maximum number of
records returned per API call.
Links: API-provided URLs to navigate
between pages of data.
Numbering: Using page numbers as a
parameter to request specific data
chunks
Set a sensible limit on the number of
records per page to balance
performance and data needs.

Implement while loops in Power Query to

automate the pagination process.

Be aware of API rate limits to avoid

exceeding allowed requests.

Ensure each page retrieves expected

data, and handle empty responses
gracefully.

ENTERPRISEDNA.CO
 Pagination enables handling of large
datasets by breaking them into smaller,
more manageable chunks.

Improves API query performance by

avoiding the retrieval of excessive data in
a single request.

Limits the amount of data loaded into

Power BI at any one time, conserving
memory.

Pagination supports scalable data

retrieval processes, essential for growing
datasets.
ENTERPRISEDNA.CO
PRO TIPS

Use Postman to test API

pagination responses before
automating in Power BI.

Leverage List.Generate in Power

Query to automate pagination
for multiple pages.

Use the API's total record count

to dynamically calculate the
number of pages needed.

Implement wait times or delays

between requests to avoid
hitting rate limits.

Ensure that the final page

retrieved matches the expected
data size, accounting for any
discrepancies.
 ENTERPRISEDNA.CO

5
Transforming API
Data
Advanced data transformation techniques
for API data

Adjusting and structuring API data to fit

analysis needs using tools like Power
Query.
Converting API data into appropriate
data types (e.g., text, numbers, dates)
for accurate analysis.
Breaking down complex JSON fields into
individual columns for easier data
manipulation.
Combining data from multiple API
sources into a single, cohesive dataset.
Removing unnecessary data early in
the process to optimize performance
and clarity.
 Utilize the Power Query Editor to apply
transformations directly to API data
before loading it into Power BI.

Filter out irrelevant data as soon as

possible to streamline the data
transformation process.

Use consistent and descriptive names

for columns and steps to keep
transformations clear and organized.

Replace or remove null values to avoid

errors in data analysis and reporting.
ENTERPRISEDNA.CO
Ensures that API data is consistent and
reliable for accurate reporting and
analysis.

Streamlines data loading and

processing by transforming data
before it enters Power BI.

Cleans and refines API data, removing

inaccuracies and ensuring high-
quality datasets.

Allows for tailored data sets that meet

specific reporting needs and business
requirements.

ENTERPRISEDNA.CO
PRO TIPS

For complex transformations,

utilize the Advanced Editor in
Power Query to write custom M
code.

Break down JSON or nested fields

into simpler columns for easier
analysis.

Combine multiple API sources

into a single dataset for more
comprehensive analysis.

Use Power Query functions to

automate repetitive
transformation tasks.
 ENTERPRISEDNA.CO

6
Custom API
Functions
Building reusable functions for API data
retrieval

Create functions in Power Query to

automate repetitive API tasks across
different reports.
Use parameters in functions to make
API requests dynamic, allowing the
same function to handle different
inputs.
Call or “invoke” the function in Power
Query, passing specific parameters to
retrieve the desired data.
Use functions to iterate over multiple
API requests, such as fetching data
from multiple endpoints or pages.
 Break down API tasks into smaller,
reusable functions to improve code
organization and readability.

Use parameters to make functions

adaptable, reducing the need for
redundant code.

Test each function independently to

ensure it performs as expected
before integrating into larger
workflows.
ENTERPRISEDNA.CO
PRO TIPS

Custom functions streamline

and automate repetitive API
tasks, saving time and
reducing errors.

Functions can be easily

adapted to different APIs or
data sources by modifying
parameters.

Functions allow for scalable

data retrieval processes,
handling complex or large
datasets with ease.

Modular functions make it

easier to update or
troubleshoot specific parts of
the data retrieval process.
ENTERPRISEDNA.CO

7
API Error Handling
Strategies for troubleshooting API issues

Error Codes: Understand common HTTP

status codes like 404 (Not Found), 500
(Server Error), and 401 (Unauthorized) to
identify issues.
Retry Logic: Implement retry
mechanisms to automatically attempt
API requests again after a failure.
Fallback Values: Use default or fallback
values when API data is unavailable to
prevent breaking reports.
Timeouts: Set appropriate timeout
periods for API requests to avoid
hanging processes and improve
performance.
Error Logging: Track and log errors to
diagnose issues and improve the
robustness of API connections.
Always check the HTTP status code of
API responses to determine success
or failure.

Use retries with exponential backoff

to manage transient errors without
overwhelming the API.

Be aware of rate limits and design

your error handling to manage rate
limit errors (e.g., 429 Too Many
Requests).

ENTERPRISEDNA.CO
Proper error handling ensures your
API connections remain stable and
reliable, even during issues.

Prevents broken reports or

dashboards by handling errors
gracefully, providing a better user
experience.

Automated retries and fallback

values minimize downtime by
quickly recovering from transient
errors.

ENTERPRISEDNA.CO
PRO TIPS

Capture detailed logs of API

errors, including the status
code, endpoint, and
timestamp, for easier
debugging.

Tailor error handling to

manage specific API errors
differently, such as retrying on
500 errors but not on 404.

Simulate different error

conditions to ensure your error
handling logic works as
intended under various failures.

Configure alerts for critical API

errors to ensure prompt
attention and resolution.
 ENTERPRISEDNA.CO

8
Working with JSON
Managing and editing JSON data from APIs

JSON (JavaScript Object Notation) is a

lightweight data format, organized in
key-value pairs, arrays, and nested
objects.
Convert JSON data into a readable table
format using Power Query's JSON parsing
functions.
Extract specific data from complex,
nested JSON structures by navigating
through levels of hierarchy.
Transform nested JSON objects into flat
tables, making them easier to analyze in
Power BI.
Define the path to access specific
elements within JSON data, similar to file
directory structures.
 Before importing into Power BI, use
tools like JSON Beautifier to format
and understand complex JSON data.

Flatten nested JSON structures early

in the transformation process to
simplify further data handling.

Leverage functions like

Json.Document and Record.Field to
efficiently parse and navigate JSON
data.
ENTERPRISEDNA.CO
JSON’s flexible structure makes it
ideal for representing complex data
from APIs, making it a standard
format for data interchange.

Power Query’s JSON functions allow

for efficient and quick transformation
of JSON data into usable tables.

JSON allows for structured and

hierarchical data storage, enabling
detailed and organized data retrieval.

ENTERPRISEDNA.CO
PRO TIPS

Implement aggregations in
your data model to
summarize large datasets at a
higher level, reducing the
volume of data processed
during queries.

Use query performance

insights provided by Power BI
to pinpoint inefficient queries
and revise them for optimal
performance.

Reduce the complexity of

visuals by avoiding
unnecessary visual elements
and using simpler visual types
where appropriate.
 ENTERPRISEDNA.CO

9
Testing with
Postman
Using Postman for API testing before Power
BI integration

Postman allows you to configure and

test API requests by specifying the
method, URL, headers, and parameters.
Test different API authentication
methods in Postman, such as API keys,
OAuth, and Bearer tokens.
View and analyze the API responses,
including headers, status codes, and
body content, in various formats like
JSON, XML, or plain text.
Use variables in Postman to easily switch
between different environments (e.g.,
development, production) without
changing the request details.
 Begin with basic GET requests to
understand the API structure before
moving on to more complex POST, PUT,
or DELETE requests.

Define variables for API keys, URLs, and

other parameters to streamline testing
across different environments.

Ensure that the API returns the

expected HTTP status codes, like 200
for success or 404 for not found.
ENTERPRISEDNA.CO
PRO TIPS

Save your successful API requests

in Postman’s collections to reuse
them or share with team
members.

Generate code snippets from

your Postman requests to directly
use in Power Query or other
coding environments.

Write pre-request scripts in

Postman to automatically set up
variables or modify requests
before they are sent.

Use Postman’s built-in tool to

auto-generate API
documentation for easy reference
and sharing.
 ENTERPRISEDNA.CO

10
Automating with
List.Generate
Dynamic pagination and data retrieval
automation

A powerful Power Query function that

creates lists by iterating over a set of
values, ideal for handling dynamic data
retrieval like API pagination.
The starting point of the iteration,
defining the first value in the list
generation process.
The logic that determines whether the
iteration should continue, based on
criteria like reaching the end of an API
dataset.
Defines how each subsequent value in
the list is calculated, typically used to
increment or modify the initial value.
Ensure your stopping condition is
well-defined to prevent infinite loops
or excessive data retrieval.

Use List.Generate to automate

multiple API calls, such as fetching
data across multiple pages or time
periods.

Test your List.Generate logic with a

small subset of data to ensure it
performs as expected before scaling
up.

ENTERPRISEDNA.CO
PRO TIPS

Store key parameters like page

size or API limits as variables to
make your List.Generate
function adaptable and easier
to manage.

Output intermediate steps in

your List.Generate process to
debug and refine your logic.

Use List.Generate in
conjunction with other Power
Query functions like
Json.Document or
Web.Contents for powerful
data automation.
 ENTERPRISEDNA.CO

11
API Traffic
Debugging
Analyzing API requests using HTTP Debugger
tools

HTTP Traffic: Capturing and analyzing the

data sent and received between Power
BI and APIs to identify issues.
Headers: Examining HTTP headers to
understand the metadata and
authentication details used in API
communication.
Status Codes: Understanding HTTP status
codes (e.g., 200, 404, 500) to determine
the success or failure of API requests.
Using tools like Fiddler, Postman, or built-
in browser developer tools to intercept
and inspect API traffic.
 Begin debugging by checking the HTTP
status codes and response times to
identify any immediate issues.

Always examine request and response

headers for important details like
authentication tokens, content types,
and caching information.

Leverage Fiddler or similar tools to

capture and analyze the full HTTP
request/response cycle, providing
deep insights into API interactions.
ENTERPRISEDNA.CO
PRO TIPS

Apply filters in Fiddler to focus

on specific API requests,
making it easier to analyze
large volumes of traffic.

Break down the sequence of

API requests and responses to
understand how Power BI
interacts with the API,
identifying any steps that
might cause issues.

Monitor for signs of API

throttling or rate limiting, which
can affect data retrieval and
report refresh times.
 ENTERPRISEDNA.CO

12
Reusable API
Templates
Developing parameterized templates for
efficient API use

Templates: API templates that use

parameters for dynamic input, allowing
the same template to be reused across
different datasets or environments.
Modular Design: Structuring API queries
into modular components that can be
easily reused and adapted for different
purposes.
Power Query: Leveraging custom
functions in Power Query to encapsulate
API logic, making it easy to apply the
same API call across multiple reports.
Reusable templates save time by
eliminating the need to recreate API
connections and logic for each new
report or dataset.

Ensures a consistent approach to API

data retrieval across different projects,
reducing errors and discrepancies.

Templates can be easily scaled to

handle different datasets, making
them versatile tools for a wide range
of scenarios.

ENTERPRISEDNA.CO
PRO TIPS

Develop a library of reusable API

templates that can be accessed
and used by the entire team,
ensuring everyone benefits from
standardized practices.

Build error handling directly into

your templates to manage
common issues, making them
more robust and reliable.

Design templates with dynamic

endpoints that can
automatically adjust based on
input parameters, providing
greater flexibility.
 Check out ‘Accessing Data via
APIs in Power BI’ to learn more

Course now available on EDNA Learn

*This resource content was created from this comprehensive

course within Enterprise DNA’s learning platform EDNA Learn
This is fancy QR code. Give it a try.
For further deep dives into a
variety of Power BI topics
check out

Languages
Advisor
Get involved in the
conversation

Linkedin

X (Twitter)