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LaurenM36's avatar
LaurenM36
Copper Contributor
Aug 01, 2023
Solved

Automating a Client Information Database with Appointment Info

Hey there!

I currently have a sharepoint list to hold my team's client information (CI List) and I'm looking at making one that holds all the info on appointments (i.e. length of appointments, how many, type of appointment etc.) (Appt List).

Not sure if it's important but both of these lists take data straight from respective Forms.

For analysis purposes though, I'm hoping to find a way to compare information across the 2 lists. We use a common client ID for both lists but different information in both, one has demographic info, the other has appt info.

An example of what I'd want to be able to find is how many appts did we have with male vs. female clients or how many of our clients accessing a certain type of appt have disabilities.

I know that I could use the lookup column, but that sounds like an awfully manual way of doing it, with probably hundreds of clients by the time we run the data.

I also know that a work around would be to have my team just fill in the demographic information into the Appt List, but it seems like double-handling since we have that exact info nearby.

I really appreciate any help the community can give me!!
Thank you!

power bi
sharepoint
  • Salvatore Biscari's avatar
    Salvatore Biscari
    May 07, 2018

    Every Group has already an associated (modern) team site.

    There are several ways to access it: for example, you could access the Group through OWA, click the three dots ("...") and choose "Site".

    After that, if you follow the site, you will be able to access it through the SharePoint landing page.

    Hope it helps... 

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  • christinepayton's avatar
    christinepayton
    Iron Contributor
    Aug 14, 2023
    Sure, you can connect to both lists in Power BI and create a relationship between the two tables on your Client ID field. You will need to create a DAX measure in order to calculate the % genders for appointments. The learning curve on DAX is a bit steep for beginners, but it is worth learning if you have an interest in BI. Once you have your model set up in Power BI, you can just keep adding measures to it to get all kinds of interesting analysis out of it!

    I also recommend looking up date tables and tacking that on there - that will let you get your appointments by month/year/fiscal year/week/whatever.

    • LaurenM36's avatar
      LaurenM36
      Copper Contributor
      Aug 15, 2023

      christinepayton amazing thank you so much!!
      Is there any chance you could help me connect to both lists on power BI though. Because they're ongoing I can't really publish the data sets. I'm sure I'm just missing something super easy so thank you

      • christinepayton's avatar
        christinepayton
        Iron Contributor
        Aug 15, 2023
        Sure, I actually made a video on it here - using SharePoint lists in Power BI is something I do a lot, so if you have any questions let me know. One thing to to note is if you expect more than 5k items, it's better to use the 1.0 connector version - I forgot to mention that in the video: https://youtu.be/LYu3wqb2Nx4

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Hey there!

I currently have a sharepoint list to hold my team's client information (CI List) and I'm looking at making one that holds all the info on appointments (i.e. length of appointments, how many, type of appointment etc.) (Appt List).

Not sure if it's important but both of these lists take data straight from respective Forms.

For analysis purposes though, I'm hoping to find a way to compare information across the 2 lists. We use a common client ID for both lists but different information in both, one has demographic info, the other has appt info.

An example of what I'd want to be able to find is how many appts did we have with male vs. female clients or how many of our clients accessing a certain type of appt have disabilities.

I know that I could use the lookup column, but that sounds like an awfully manual way of doing it, with probably hundreds of clients by the time we run the data.

I also know that a work around would be to have my team just fill in the demographic information into the Appt List, but it seems like double-handling since we have that exact info nearby.

I really appreciate any help the community can give me!!
Thank you!

","body@stringLength":"1329","rawBody":"

Hey there!

I currently have a sharepoint list to hold my team's client information (CI List) and I'm looking at making one that holds all the info on appointments (i.e. length of appointments, how many, type of appointment etc.) (Appt List).

Not sure if it's important but both of these lists take data straight from respective Forms.

For analysis purposes though, I'm hoping to find a way to compare information across the 2 lists. We use a common client ID for both lists but different information in both, one has demographic info, the other has appt info.

An example of what I'd want to be able to find is how many appts did we have with male vs. female clients or how many of our clients accessing a certain type of appt have disabilities.

I know that I could use the lookup column, but that sounds like an awfully manual way of doing it, with probably hundreds of clients by the time we run the data.

I also know that a work around would be to have my team just fill in the demographic information into the Appt List, but it seems like double-handling since we have that exact info nearby.

I really appreciate any help the community can give me!!
Thank you!

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Automating a Client Information Database with Appointment Info","moderationData":{"__ref":"ModerationData:moderation_data:3899540"},"body":"Sure, you can connect to both lists in Power BI and create a relationship between the two tables on your Client ID field. You will need to create a DAX measure in order to calculate the % genders for appointments. The learning curve on DAX is a bit steep for beginners, but it is worth learning if you have an interest in BI. Once you have your model set up in Power BI, you can just keep adding measures to it to get all kinds of interesting analysis out of it!

I also recommend looking up date tables and tacking that on there - that will let you get your appointments by month/year/fiscal year/week/whatever.

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christinepayton amazing thank you so much!!
Is there any chance you could help me connect to both lists on power BI though. Because they're ongoing I can't really publish the data sets. I'm sure I'm just missing something super easy so thank you

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