In Power BI, if you ever need to merge or blend information from different SharePoint lists, there are available techniques that will take care of the structural differences and complex relations.
Utilize Power Query for Data Retrieval: Load all the SharePoint lists into Power BI using the SharePoint List connector of Power Query. At this stage, SharePoint list connections are an effective way to import the data out of each list.
Data Transformation in Power Query: After those lists are opened in Power Query, the next stage is the application of some modifications to the data in order to make the structure uniform. You can rename columns, change data types, or filter unnecessary rows out. Ensure the merging columns, such as keys or IDs, are the same for all the lists.
Merge Queries: In Power Query, the "Merge Queries" function allows fetching information from a different list to combine data into a single list. Select the primary columns for the merge; often, these are common keys or IDs. Based on the relationship between the data, you can perform inner, outer, left, and right join operations.
Data Relationships: Following the integration of data, establish links between the tables in the Power BI data model. Establishing relationships has to do with setting primary and foreign keys when there are common fields that relate to the lists. This way, you will be able to slice and filter the data even when it cuts across several tables.
Append Queries for Similar Data: If lists have the same format but different content, for instance, many sales records lists for different areas, those lists can be appended by using the "Append Queries" feature in Power Query. This simply means that the rows are numerically arranged over one another, thus forming a single table.
Create Calculated Columns or Measures: When the relationships are not easy, calculated columns or DAX 'Measures' can explain the logic of combining different lists. This is important because tapering off easier relationships is hard in Power Query.
Use Custom Functions for Complex Merging Logic: For advanced scenarios, you can write custom M code or use DAX to handle complex merging logic. This is a more flexible approach as it allows for the blending of data in a more specific manner and also custom transformations or aggregations.
By using these techniques, you can blend and merge data from multiple SharePoint lists into a unified Power BI model regardless of the complexity of the data structures and underlying relationships.
