How to Create a Popup Window in Power BI

Creating a popup window in Power BI is a fantastic way to make your reports cleaner and more interactive. Instead of cramming every single visual and bit of text onto one screen, you can use a popup to show extra details or definitions exactly when a user needs them. This article will walk you through, step-by-step, how to build these dynamic popup windows using Power BI's built-in bookmark and button features.

Why Use Popup Windows in Your Power BI Reports?

Before getting into the "how," let's quickly cover the "why." You're not just adding a cool trick, you're fundamentally improving the user experience of your dashboard. Popups - sometimes called dialog boxes or modal windows - help you solve a few common reporting pain points.

Reduce Dashboard Clutter

The most obvious benefit is decluttering your report canvas. Many dashboards suffer from information overload. When every possible metric, filter, and slicer fights for attention, users don't know where to look. By moving secondary information - like detailed tables, methodology notes, or slicers for advanced filtering - into a popup, you can keep your main view focused on the most important, high-level KPIs.

Provide On-Demand Context

Have you ever looked at a chart and thought, "What exactly does 'Active Customer' mean here?" or "Where is this sales data coming from?" Popups are the perfect solution for this. You can add a small "info" icon next to a chart title or KPI. When clicked, it can trigger a popup window that contains definitions, data source information, or the last refresh date. This keeps the report tidy while making a deeper level of information accessible.

Create a Professional, App-Like Experience

An interactive report feels more polished and thoughtfully designed. When users can click a button to reveal more details, it transitions the dashboard from a passive, static report into an active, engaging tool. This simple addition can significantly elevate the user's perception of your work, making it feel less like a spreadsheet and more like a custom application.

The Core Components: Bookmarks and the Selection Pane

The magic behind Power BI popups relies on a few key features working together. Understanding them first will make the building process much smoother.

At the center of it all are Bookmarks and the Selection Pane.

• The Selection Pane: Found under the View tab, this pane lists every single element on your report page - charts, shapes, text boxes, images, and buttons. Crucially, it lets you show or hide any of these elements by clicking the little eye icon next to them. This is how we'll make our popup appear and disappear.
• Bookmarks: Found under the View tab as well, bookmarks capture the current state of a report page. This means it saves which visuals are visible, what filters have been applied, and which items are sorted. We will create two states: one with the popup visible and one with it hidden.

We'll then use buttons to trigger these bookmarks, allowing the user to switch between the hidden and visible states with a simple click.

Step-by-Step Guide to Creating a Popup Window in Power BI

Ready to build one? For this example, let's say we have a sales dashboard and we want a popup that shows a detailed breakdown of sales by product sub-category when a user clicks a "View Details" button.

Step 1: Build a Dedicated "Popup Page" for Your Content

Did you know that any report page in Power BI can be converted to look and act like a popup? It's the most polished way to view detailed data, without all of the hassle or hacking that a lot of tutorials call for (since report pages-as-tooltips can't be copy/pasted to another report page). To make this happen, follow these steps:

1. Create a new report page. Give it a descriptive name like "Sales Details Popup".
2. Select your report page, so you're not clicking on any visuals.
3. Open the "Format" panel and open the settings for "Canvas Settings".
4. Change the Type to Tooltip.
5. Resize the canvas to fit a size where it doesn't overwhelm the user every time it appears.
6. Change "Vertical alignment" to "Middle" - this ensures it pops up in a consistent place.
7. Set a subtle background color with the "Canvas background" card, adjusting transparency to maintain focus on the popup contents.

Step 2: Add and Group the Popup Elements

Now, let's create the elements that will form our custom button to attract the user's attention. This involves creatively using Power BI's shape and button features:

1. Select the oval shape from "Shapes".
2. Modify the shape to create a visually appealing button that users will recognize as interactive.
3. Under the View tab, open the Selection Pane to manage visibility layers.
4. Adjust the shape design to indicate interactivity, such as changing color upon hover.
5. Navigate to Insert > Buttons > Blank to place a button over a key metric such as a card or text box.

Step 3: Test and Verify Functionality

1. Add a blank button to your main Sales report to start customization.
2. Utilize bookmarks to capture popup visibility states and test interactions like the "Show Details" button.
3. Perform tests using Ctrl + Click to ensure that your popups activate properly and filter data effectively.

Step 4: Fine-Tune the Interactive Experience

1. Adjust the transparency of button backgrounds to maximize clarity and user engagement during hover and press actions.
2. Enhance user interaction by adding shadow effects to your buttons, creating a coherent visual experience across different user interfaces.

Final Thoughts

Mastering features like popups using buttons and bookmarks is what turns a good Power BI report into a great one. It’s an effective method to manage on-screen complexity, enhance user interaction, and present data in cleaner, more digestible layers without overwhelming your audience.

While developing Power BI design expertise, the ultimate value for analysts and decision-makers comes from reducing time to insight - not merely building a flashy report. At Graphed, we've designed a tool that optimizes building and analyzing marketing and sales reports. By integrating with Graphed, you can automate time-consuming reporting tasks, allowing you more time for strategic growth initiatives and cutting unnecessary efforts.