Integrations Tab: Power BI

  • Rachel Lioy

Overview

Managing multiple construction projects across various locations represents a unique challenge. Project managers typically leverage multiple applications to follow their projects, making obtaining a clear overview particularly difficult. By creating our Power BI connector, which is available for self-service to all of our API users on Business and Business Plus, our objective is to offer a solution. A few examples of what you'll be able to do:

  • Track one person's schedule across multiple projects in Fieldwire
  • Integrate multiple project management applications into a single dashboard
  • Track tasks checklist completion in Fieldwire

In short, the Power BI Connector program allows you to easily pull data from Fieldwire into your Power BI desktop application and combine it with your own custom data for further analysis. 

Note: Basic questions and bug troubleshooting for Power BI should be directed to the Microsoft team, as our connector will be approved and shared via Microsoft. The Fieldwire Support team is available to troubleshoot installation issues for the connector, but this feature should be regarded as primarily self-service (with the exception of our Troubleshooting section below).

 

Table of Contents

Requirements to Use the Power BI Integration

In order to use the Fieldwire Power BI connector, you will need the following:

Note: we strongly recommend the Power BI Desktop. Apps from the Microsoft store are not officially supported.

 

Getting Started

Along with the steps below, please see a full installation video HERE.

  1. In your Fieldwire account, navigate to the Integrations tab
  2. Click on Microsoft Power BI
  3. If the Fieldwire API is already enabled for your account, click on Download connector
    • You can download a pre-configured Power BI template (.pbt), and a zip package. The zip package contains:
      • The Fieldwire custom connector : Fieldwire-connector.pqx.
      • A .mez connector (optional). This file is only useful if you plan on creating an on-premise data gateway.
  4. Place the Fieldwire custom connector, Fieldwire-connector.pqx, in the correct location
    • Open your File Explorer, and click on the Documents shortcut (see picture below).
      • If you don't have a Documents shortcut, the folder can generally be found in C:\Users\<username>\ or in OneDrive.
    • Next, create a "Power BI Desktop" folder, and inside it, a "Custom Connectors" folder.
    • Place the Fieldwire-connector.pqx inside the Custom Connectors folder. 
  •  
  1. Once the connector is placed in the correct folder, you can proceed to the next section, Security Settings.

Note: If these steps do not work, you are most likely using the Microsoft Store app, which is not fully supported by Fieldwire (the desktop version is strongly recommended). If you do use the Store app, you'll need to modify the folder name accordingly:


C:\Users\<username>\Documents\Microsoft Power BI Desktop\Custom Connectors

 

Documents shortcut from step 4:

image_720.png

 

Updating Security Settings

Because the connector is currently in Beta, it has not yet been certified by Microsoft. You will need to authorize the install in your Power BI settings.

 

Authorization Process

Open Power BI desktop and follow these steps:

1. Go to File → Options and Settings → Options → Security

2. Under the section Data Extensions, select
"(Not Recommended) Allow any extension to load without validation or warning".

3. Select OK

4. Close Power BI desktop and reopen

Fieldwire_Power_BI_Connector_Setup__beta__-_Product___Design_-_Confluence.png

 

Using the Connector

Now that the initial setup has been completed, you can begin using the connector to pull data from your Fieldwire account. Here's how:

1. Select Get Data -> More...

Fieldwire_Power_BI_Connector_Setup__beta__-_Product___Design_-_Confluence.png

2. Type Fieldwire into the search bar. Select Fieldwire -> Connect. If you are unable to locate the connector, please try using the Documents Tab shortcut in Windows's file explorer:

Fieldwire_Power_BI_Connector_Setup__beta__-_Product___Design_-_Confluence.png

 

Shortcut:

image_720.png

 

3. Once connector is found, the installation has been successful. We recommend you to open the Power BI template (.pbt) you downloaded by double-clicking on it.


5. A new prompt will ask you for the Fieldwire URL and project ID.

image_720.png


 For the project ID, follow these steps:

  • Log into Fieldwire and open the relevant project
  • Copy your project ID from the URL in the navigation bar:

Fieldwire_Power_BI_Connector_Setup__beta__-_Product___Design_-_Confluence.png

In this example, the project ID is "fccd93a5-ba9d-4cb5-91c3-7249994dbe1e".

6. The connector will then prompt you to enter your API key. (See this article for more info: Introduction to the Fieldwire API).
7. Click OK. The connector should now begin pulling data from your selected Fieldwire project.

Once the data has been retrieved, you can begin your analysis. All your data is located at the right of your screen. You can also click on "Refresh" to obtain the most up-to-date information. Here's what the interface should look like:

Fieldwire_Power_BI_Connector_Setup__beta__-_Product___Design_-_Confluence.png

 

Using the Default Template

We have provided a pre-made template with an initial set of queries and visualization to get you started. To use it, you'll need to follow these steps: 

1. In the top bar of the Power BI interface, select File -> Import -> Import template.

Fieldwire_Power_BI_Connector_Setup__beta__-_Product___Design_-_Confluence.png

2. Select the template that was unzipped from the Fieldwire zip package. The template is named Fieldwire-Dashboard-Template.pbit.
3. Once the template is loaded, follow the previous steps to enter your project ID and API key. If this is successful, you will see the template begin to load with your project data, creating a dashboard.

Fieldwire_Power_BI_Connector_Setup__beta__-_Product___Design_-_Confluence.png

The dashboard contains 4 pages by default:

1. Tasks - Project overview. This view is project-focused, allowing you to identify projects and tasks that are behind schedule.

 

Power_BI_tour_v5_webm_-_Google_Drive_🔊.png

2. Tasks - People overview. This view is people-focused, with the intent of ensuring that work is divided equally and nobody has too much to do on the same day. It also helps managers to clearly see when people are working across multiple job sites.

Power_BI_tour_v5_webm_-_Google_Drive_🔊.png

3. Tasks - Checklist items. This view is dedicated to task checklist items. It is flexible to accommodate various use cases.

Power_BI_tour_v5_webm_-_Google_Drive.png

4. Forms overview. This view allows you to track Form completion in your projects.

Power_BI_tour_v5_webm_-_Google_Drive test.png

 

Congratulations, you should now have access to your Fieldwire data inside Power BI! Please note that not all data fields from Fieldwire are currently available via Power BI; to help us prioritize which data fields should be brought to Power BI first, please share your insights with us. You can do so by reaching out to our Support team: How to contact Fieldwire Support.

 

Video Tutorials


Installation:


Dashboard tour:

 

How to modify the projects displayed in your dashboard

In the video for this section, we're showing how you can easily change which projects are included in your dashboard without having to create a new dashboard from scratch! This update is automatic for all customers using Power BI so there is no need to download our latest connectors & templates.

  1. Navigate to your Power BI Dashboard
  2. Click the Transform data button in the toolbar
  3. Select Edit parameters
  4. Edit the projectsIDs field with the updated information
  5. Click OK
  6. Select Apply changes

Note: You may need to wait for the all of the relevant fields to load before you see any of the new project information.


Setting up an on-premise Power BI data gateway

The goal of this section is to showcase how to develop a Power BI report using the "Fieldwire - v1.0.0" custom connector (with specific parameters for "Import full project list and users list" and "Project ID list"), publish it, and then successfully configure its Semantic Model to refresh via the "Fieldwire-Gateway" using a Fieldwire API key, ensuring all connection parameters match.

 

Prerequisites

  • Your on-premises data gateway (named Fieldwire-Gateway in this example) is installed in Standard Mode and running.
  • You have your custom connector files:
    • `Fieldwire.pqx` (for Power BI Desktop)
    • `Fieldwire.mez` (for the gateway)
  • You have your report template `Fieldwire-Dashboard-Template.pbit` (this is optional; you can also start from a blank Power BI Desktop file).
  • You know the specific parameter values you will use for your data connection in Power BI Desktop. For this guide, the examples based on your provided information are:
    • Parameter "Import full project list and users list": `true`
    • Parameter "Project ID list (comma separated)": `3141de71-0cc4-47d0-9319-c6d40a4411a` (Use your actual ID or comma-separated list if applicable for multiple projects).
  • You have a valid Fieldwire API key.
  • Power BI Desktop is installed.

 

Phase 1: Power BI Desktop - Report Development and Publishing

  1. Install Fieldwire.pqx for Power BI Desktop:
    • Copy your Fieldwire.pqx file into your Power BI Desktop custom connector folder. The typical path is:
      • `[Your User Documents]\Power BI Desktop\Custom Connectors` (e.g., `C:\Users\YourUserName\Documents\Power BI Desktop\Custom Connectors`)
      • If the Custom Connectors folder doesn't exist, you will need to create it.
  2. Adjust Power BI Desktop Security Settings:
    • Open Power BI Desktop.
    • Go to `File > Options and settings > Options`
    • Under `Global > Security`, in the `Data Extensions` section, select "(Not Recommended) Allow any extension to load without validation or warning". This is necessary for unsigned custom connectors.
    • Click OK 
    • Close Power BI Desktop
  3. Create/Open Your Report:
    • Option A (Using Template): Double-click your `Fieldwire-Dashboard-Template.pbit` file. This will launch Power BI Desktop with the pre-defined template structure.
    • Option B (From Scratch): Open Power BI Desktop and start with a blank report.
  4. Connect to Fieldwire Data Source:
    • In Power BI Desktop, click Get Data from the Home ribbon.
    • Search for or find your custom connector, listed as `Fieldwire - v1.0.0` (or the name defined in your connector), and select it.
    • Click Connect
    • The parameter dialog for your "Fieldwire - v1.0.0" connector will appear. Enter the specific values for this report:
      • Import full project list and users list: `true`
      • Project ID list (comma separated): your target Project ID(s)
    • Click OK
    • When prompted for authentication by the connector, provide your Fieldwire API key according to the connector's authentication mechanism.
    • CRUCIAL NOTE: The exact combination of parameters you enter here defines the `extensionDataSourcePath` which Power BI uses to identify this specific data source connection. These exact values must be replicated later when setting up the corresponding data source connection on the gateway.
  5. Develop Your Report:
    • Once the data is loaded into Power BI Desktop, design your report pages, visuals, measures, and relationships as required.
  6. Save the Report:
    • Go to `File > Save As`.
    • Save your report as a Power BI file (`.pbix`), for example, `Fieldwire Project 3141de71 Report.pbix`.
  7. Publish to Power BI Service:
    • On the `Home` tab in Power BI Desktop, click Publish
    • Select the desired workspace in the Power BI Service where you want to publish the report.
    • Click `Select`. Wait for the publishing process to complete. This action will publish both the report (`.pbix`) and its associated semantic model to the Power BI Service.

 

Phase 2: Gateway Custom Connector Installation & Verification

  1. Install `Fieldwire.mez` on Gateway Machine:
    • Log in to the server/computer where your "Fieldwire-Gateway" is installed.
    • Copy your `Fieldwire.mez` file to the gateway's specific custom connector folder. The standard path is:
      • `C:\Windows\ServiceProfiles\PBIEgwService\Documents\Power BI Desktop\Custom Connectors`
    • If the `Power BI Desktop` or `Custom Connectors` folders do not exist in this service profile path, you will need to create them.
  2. Restart Gateway Service:
    • Open Windows Services (search for `services.msc`).
    • Find the "On-premises data gateway service" in the list.
    • Right-click the service and select Restart
  3. Verify Connector in Gateway App:
    • On the gateway machine, open the On-premises data gateway application.
    • Sign in if prompted.
    • Navigate to the Connectors tab. Your "Fieldwire - v1.0.0" custom connector should appear in the list, indicating the gateway has loaded it.

 

Phase 3: Create/Configure the Matching Data Source Connection on the Gateway

This step configures how the gateway will connect to Fieldwire, using the same parameters and API key as your published report.

  1. Navigate to Gateway Management in Power BI Service:
    • In the Power BI Service (`app.powerbi.com`), click the settings cog icon (⚙️) in the top-right corner.
    • Select Manage connections and gateways
  2. Create a New Connection:
    • Ensure the Connections tab is selected.
    • Click the + New button (usually found near the top-left of the connections list)
  3. Configure the New Connection Details:
    • Gateway cluster name: From the dropdown, select your Fieldwire-Gateway
    • Connection name: Provide a specific and descriptive name that helps you identify this connection
    • Connection type: In the "Data source type" dropdown, find and select your custom connector, which should be listed as `Fieldwire - v1.0.0` (or the name displayed in the gateway app).
    • Parameters specific to "Fieldwire - v1.0.0" connector:
      • You will now see input fields corresponding to your connector's parameters, identical to the dialog in Power BI Desktop. Enter the exact same parameter values you used in Power BI Desktop (Phase 1, Step 4):
        • Import full project list and users list: `true`
        • Project ID list (comma separated)
      • Ensure these values precisely match those entered in Power BI Desktop to guarantee a matching `extensionDataSourcePath`.
        • API Key / Credentials: Enter your valid Fieldwire API key into the appropriate field(s)
        • Privacy level (optional but recommended): Select "Organizational" or "Private," depending on your organization's data governance policies.
    • Click Create
  4. Test Connection:
    • After clicking Create Power BI will attempt to test this new connection via the gateway.
    • The new connection should appear in your list of connections with a Status of `Online`. If it shows an error, you must troubleshoot the parameters or API key in this gateway connection definition before proceeding.

 

Phase 4: Configuring the Semantic Model in Power BI Service

  1. Navigate to Semantic Model Settings:
    • Go to your Power BI workspace where you published the report.
    • Find the Semantic Model associated with your published report
    • Click the ellipsis (...) next to the Semantic Model's name and select Settings
  2. Gateway and Cloud Connections:
    • Scroll down to the `Gateway and cloud connections` section.
    • The toggle "Use an On-premises or VNet data gateway" will likely be greyed out and visually appear "Off." This is normal and expected because your semantic model exclusively uses the Fieldwire custom connector, which requires a gateway.
  3. Map Semantic Model Data Source to Gateway Data Source:
    • Under "Gateway connections," your "Fieldwire-Gateway" will be listed. Its status might initially be "Not configured correctly."
    • Look at the section `Data sources included in this semantic model:`. You will see your Fieldwire data source listed, with its internal `extensionDataSourcePath` reflecting the parameters you set in Power BI Desktop.
    • Next to this entry, there will be a dropdown menu.
    • Click this dropdown menu. You should now see the gateway connection you specifically created and verified in Phase 3 listed as an option.
    • Select this specific, correctly configured gateway connection.
  4. Apply Changes:
    • Click the Apply button (usually found at the bottom of the settings page)
  5. Verify Configuration:
    • After applying, the Status next to "Fieldwire-Gateway" (within the semantic model settings) should update and no longer show "Not configured correctly."
    • The red error icon, if present next to your Fieldwire data source, should disappear or turn into a success indicator.

 

Phase 5: Test Refresh

  1. Trigger Manual Refresh:
    • While still in the Semantic Model settings, click the Refresh now link.
    • Alternatively, navigate back to your workspace, hover over the Semantic Model, and click the circular refresh icon
  2. Check Refresh History:
    • In the Semantic Model settings, click on Refresh history
    • Monitor the status of the refresh. It should change from "In progress" to "Completed." If it fails, the error message provided in the refresh history will give clues for further troubleshooting.

 

By carefully following the steps in these phases, ensuring that the parameters entered in Power BI Desktop are exactly replicated when defining the data source connection on the gateway, and correctly providing the Fieldwire API key, you should achieve a successfully refreshable Power BI report using your custom Fieldwire connector.

 

Frequently Asked Questions:


What kind of data can I access with the Fieldwire connector?
Here's a list of the current data fields from your Fieldwire project that you can work with in Power BI. (Please note that task messages, task attachments, custom attributes, and form content are not available). If there are more fields that you wish to access, please send that information to us at support@fieldwire.com. 

image (12).png

If there are more fields that you wish to access, please send that information to us at support@fieldwire.com. 

Does the Fieldwire Power BI connector work with the free basic version of Power BI?
Yes! The connector works with all tiers of Power BI. However, to publish dashboards online to your teammates, you'll need a Pro license. Here is Microsoft's pricing structure.

How frequently is data refreshed in Power BI?
Data is only refreshed when you click directly on the "Refresh" button in the Power BI app.

Can I create more dashboards?
Yes, via the Power BI desktop app. They can be published online with a Power BI Pro license to enable visualization of your project data for other team members.

What if I really need some specific data that is not available via Fieldwire's Power BI connector?
We would recommend using our API to add this information directly to Power BI. (You will likely need to have a developer/Power BI expert on your team facilitate this). Please also let us know at support@fieldwire.com so that your feedback can be recorded as a feature request.

How can I help certify Fieldwire's Power BI connector?

Having our connector certified will make the installation a ~3 clicks process. It will also make our connector work on Web, and allows automatic refresh. You can help get our Power BI connector certified in two ways:

  1. If you are in contact with a Microsoft representative, please notify your rep. This is the primary way Microsoft prioritize connector certification.
  2. You can upvote this idea on Microsoft forum.

How many projects can be included in one Power BI dashboard?

You can have up to 100 projects per dashboard.

 

More information:

 

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