Data Dreaminer Blog

Tracking Power BI Report Access Across All Workspaces Using ADF and the Power BI REST API.

One of the most common requests I receive as a data engineer is:

“Can you get me a list of people who have accessed our Power BI reports?”

At first, this sounded simple enough. Power BI’s built-in Usage Metrics report gives you user and report access information right out of the box.
But, as expected, the requirements quickly evolved — the business wanted usage tracking across all workspaces and reports in the organization.

That’s when things got interesting.

The Challenge

The out-of-the-box Power BI usage analytics are scoped to individual reports and workspaces. Expanding this to every report across the tenant is not something Power BI natively supports — at least not easily.

So, I started looking for alternatives.

The Microsoft Purview Approach (and Its Limitation)

After some exploration, I found that Microsoft Purview (via compliance.microsoft.com) captures audit events such as "Viewed Report".

At first, this seemed perfect — it gave me all report access activity across the tenant for a selected time period. I thought:

“Yay… problem solved!”

But there was a catch.

• Purview retains audit logs for only the past 90 days.

• Extracting the data is manual and time-consuming.

So, while it provided visibility, it wasn’t a sustainable or scalable solution.

The Breakthrough: Power BI REST API

That’s when I stumbled upon the Power BI Admin REST API — a hidden gem for automation enthusiasts.

The endpoint I used was:

https://api.powerbi.com/v1.0/myorg/admin/activityevents

This API allows you to query Power BI audit logs programmatically for specific time windows.
Exactly what I needed to build a long-term, automated solution.

And since I love working with Azure Data Factory (ADF), that became my orchestration tool of choice.

Building the Automated Solution in Azure Data Factory

Here’s how I automated Power BI audit log extraction into Azure SQL Database.

Step 1: App Registration

First, register an application in Azure AD and grant it the following API permission:

This must be Application-level permission (not Delegated).
Then authenticate this app in ADF using the Service Principal (Client ID, Secret, and Tenant ID).

Step 2: Configure the REST API Source

In Azure Data Factory:

1. Create a REST linked service to connect to the Power BI API.
2. Create a dataset under the adming API.
3. In the dataset’s relative URL, enter the following expression:activityevents?startDateTime=’@{formatDateTime(getPastTime(item(), ‘Day’), ‘yyyy-MM-dd’)}T00:00:00.000Z’&endDateTime=’@{formatDateTime(getPastTime(item(), ‘Day’), ‘yyyy-MM-dd’)}T23:59:59.999Z’

This dyanmically builds the start and end time for each day transaction

 

Step 3: Configure the Destination (SQL)

Create a SQL linked service and dataset pointing to your Azure SQL Database — this will store the audit logs retrieved from Power BI.

Step 4: Set Up the Copy Activity

Now, in your Copy Data activity:

1. Add a parameter to define how many days of data you want to extract.

2. In the “Items” property, use this expression:

   @range(1, pipeline().parameters.Daystoextract)

   This allows the pipeline to loop through a range of days, calling the API once per day.

   

Finally, map your columns between the REST source and SQL destination.

Step 5: Run and Schedule

Run your pipeline manually for a few test days to validate data flow.
Once verified, schedule it to run daily (e.g., using a trigger).

This ensures that you continuously capture and append audit data into SQL — effectively creating your own Power BI audit warehouse.

The Outcome

With this automated setup:

• You have a complete and permanent record of Power BI report views.

• Data is stored securely in Azure SQL for as long as you need.

• You can even build a Power BI dashboard on top of this SQL table for real-time usage insights.

No more 90-day limit. No more manual exports. Everything runs automatically.

I recently ran into a snag when I wanted to use Power BI for some projects at home. Like any curious data enthusiast, I downloaded Power BI Desktop to my personal laptop, excited to dive in. Almost straight away, I was met with an all-too-familiar screen: Power BI kept asking me to enter my email address.

I am sure many of us are familiar with this screen

.

If you’ve ever tried this, you probably know the one I’m talking about—it only likes work or school emails, not our regular personal ones! I didn’t want to go through the hassle of setting up a special office account, especially if it meant worrying about trial periods or future costs.

So, I went digging online for a workaround. After trying a few things, I found a simple fix that worked perfectly: In Power BI, head to the Options menu, look under Preview Features, and disable something called “Translytical Task Flow.”

That’s it! Once I did that, the annoying email prompt was gone, and I could finally get back to building reports for personal use—without jumping through extra hoops or paying for things I didn’t need.

If you’ve been frustrated by this, hopefully this little tip saves you some time and headaches