Data Management
Measuring the engagement of your BI audience and tracking who is doing what in your Power BI reports can empower you to deliver great BI solutions. With that power comes responsibility, and you need to have control over the data that BI Pixie collects for you.
When end users — the people who consume your Power BI reports — ask to be forgotten, or when auditors need proof of data governance, Data Management is where you respond. Configure retention periods, search for specific end user events, and delete activity records. All self-service, no support ticket required.
In the BI Pixie item, select Data Management from the sidebar to access these controls.
Data Retention
The Data Retention tab lets you view and configure how long BI Pixie keeps your event data.
Current Retention
At the top you will see your current retention period, the date range of your event data, and total data size.
Changing the Retention Period
The available retention options depend on your subscription:
| Subscription | Available Options | Maximum |
|---|---|---|
| Free | 7, 14 days | 14 days |
| Standard | 7, 14, 30 days | 30 days |
| Pro | 7, 14, 30, 60, 90, 180, 365 days | 365 days (1 year) |
| Enterprise | 7, 14, 30, 60, 90, 180, 365, 730, 1095 days | 1095 days (3 years) |
To change the retention period, select a new value and click Save Changes. If you reduce the period, a confirmation dialog warns that events older than the new period will be permanently deleted during the next daily cleanup.
Dashboard Refresh Window
On Pro and Enterprise subscriptions, you can limit how much data the BI Pixie semantic model imports on each scheduled refresh. A shorter window means faster refreshes. Your full history is still kept for search and compliance.
Available options are 7, 14, 30, 60, 90, 180, and 365 days. The refresh window cannot exceed your current retention period. If you reduce retention below the refresh window, the refresh window adjusts automatically.
To change the refresh window, select a value and click Save Changes.
Need a bigger refresh window? Contact us to discuss your requirements.
Data Search
The Data Search tab lets you find and manage specific event data. Use it to respond to data subject access requests or investigate end user activity.
Search Steps
- Select a report from the dropdown. You can also delete all events for a report from here.
- Select a user from the dropdown, which shows user identifiers and event counts.
- Choose a date range using preset buttons or custom date pickers. Standard subscriptions support the 7-day preset only; Pro and above unlock extended presets and custom dates.
- Browse event files matching your criteria. You can preview any file or delete individual files (Pro and above).
- Search across files (Pro and above) — select up to 10 files and run a text search to find matching rows.
User Activity
The User Activity tab shows all tracked end users, with tools to search, inspect, and delete user data.
The page shows your tracked user count for the current month and a searchable list of users. Each row displays the user identifier, number of reports they have interacted with, and event file count. Click a user to expand and see their associated reports.
Deleting User Data
To delete all data for a specific user:
- Click Delete next to the user.
- Confirm in the dialog. All activity data for that user across all reports will be permanently deleted.
- The data will disappear from your BI Pixie Dashboard after the next refresh.
Prerequisites
Data Management requires an active BI Pixie subscription and a BI Pixie item created in your Fabric workspace. Telemetry is stored in your Fabric capacity's region via OneLake — see OneLake Integration for details.
What's Next
- Team Access — How Microsoft Fabric workspace roles control access to BI Pixie.
- Licenses — Manage subscription tiers and license assignment.
- Account — View usage stats and subscription details.
- Contact Support — Get help with data management or compliance requests.