Power BI reporting

The aggregate view — approvals, expirations, review cadence, and governance discipline in one dashboard.

Individual documents have audit logs. Individual expirations have reminder emails. But governance is also an aggregate question: how long are our approvals taking? how many documents are coming due in the next 90 days? is the production department meeting its review cadence? The Power BI dashboard answers those aggregate questions without anyone having to build a spreadsheet from scratch — it reads directly from the audit log, the metadata, and the version history, and presents the governance picture at the department, document-type, and whole-organization level.

Stage 4 · Govern Enterprise: Included Premium: Included Diamond: Included

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At a glance

What you get

The dashboard replaces four kinds of manual work that Quality Managers and compliance officers would otherwise do with Excel and pivot tables. Each capability below corresponds to a report that customers used to build by hand every month.

Approval throughput and cycle time

Approvals per week, average cycle time per document type, rejection rate — live, filterable, exportable.

Expiration risk at aggregate scale

Documents due in 30 / 60 / 90 days, overdue for review, by department — the compliance officer's audit-prep dataset.

Per-department and per-type views

Every metric is sliceable by document type, department, author, approver — governance at any grain you need.

Governance KPIs without manual work

The monthly management-review dataset is the dashboard; no spreadsheet assembly, no pivot-table archaeology.

How it works

From per-document data to aggregate governance

The dashboard reads directly from SharePoint data — no separate data warehouse to keep in sync. Data refreshes on Power BI's standard cadence (daily by default, configurable). Extending or customizing the dashboard is straightforward for customers with their own Power BI practice; others can request custom views as a quoted piece of work.

Dashboard reads from SharePoint directly

No separate data warehouse; Power BI queries the audit log, metadata, and version history natively.

Pre-built views cover the common questions

Approval throughput, cycle time, rejection rate, expiration risk, review-cadence adherence — ready to use on day one.

Data refreshes on a schedule

Standard daily refresh; configurable for more frequent updates on tenants with that requirement.

Extendable with custom views

Customers with Power BI practices extend the dashboard themselves; others request custom views as quoted work.

Before / after

What changes when this is on

Without an aggregate view, governance drift is invisible until an audit surfaces it. High rejection rates on a specific document type, approval times creeping up, review-cadence slippage in a specific department — all of these show up in the dashboard weeks before they would appear in an audit finding.

Without it

With intranet.ai

✗ Quality Manager spends two days every month building the management-review deck in Excel

✓ The dashboard IS the management-review deck; two days become ten minutes

✗ Approval cycle times creep up invisibly — the team notices three months later, at the next audit

✓ The dashboard surfaces the trend in real time; intervention happens before it becomes a finding

✗ Compliance prepares for a surveillance audit by pulling individual document histories one at a time

✓ The expiration-risk view and the review-cadence view are the audit-prep dataset; done in half an hour

✗ Executive asks "is governance operating?" — answer is subjective impression, not data

✓ Executive asks the same question; answer is a numerical set of KPIs across departments and document types

Availability

Plan availability

Power BI reporting is included on **Enterprise**, **Premium**, and **Diamond** plans. **Business** covers the core lifecycle and per-document audit log without the aggregate dashboard; customers who outgrow ad-hoc queries move to Enterprise.

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✓ Included

Power BI reporting requires Enterprise or above. Business customers can still run ad-hoc queries against SharePoint data using their own tooling; the pre-built dashboard is an Enterprise+ capability.

Keep exploring

Related features

The Power BI dashboard aggregates data from the audit log and the expiration-reminder queue. These three features together form the governance-observability layer.

Stage 4 · Govern

Audit log

Every action, every approval, every version — captured against a named user, accessible in 30 seconds.

Stage 4 · Govern

Expiration reminders

Every document carries an expiration date; the owner is reminded before it hits — review, revise, or retire, on cadence.

Stage 2 · Approve

Sequential approval

Named approvers, in defined order, with role-based routing — every step logged, every version tied to the approvals that produced it.

Deep dive

Read the full narrative

For the buyer who wants the full detail — compliance context, edge cases, adjacent workflows.

The aggregate view — approvals, expirations, and discipline at a glance.

Individual documents have audit logs. Individual expirations have reminder emails. But governance is also an aggregate question: how long are our approvals taking? how many documents are coming due in the next 90 days? is the production department meeting its review cadence? The Power BI dashboard answers those aggregate questions without anyone having to build a spreadsheet from scratch.

What the dashboard shows

The dashboard ships as a set of pre-built views that draw directly from the document-management data — audit log, metadata, version history, expiration dates. The default views cover:

Approval throughput. How many documents were approved this week, this month, this quarter. Broken down by document type and by department.
Approval-cycle time. Average time from draft submission to final approval, per document type. Outliers flagged.
Rejection rate. How many approvals resulted in a rejection, at which step, by which role. Useful for catching workflow design problems.
Expiration risk. Documents expiring in the next 30/60/90 days. Documents overdue for review. Expiration risk by department.
Review-cadence adherence. Is the annual review actually happening annually? Which document types are on-cadence; which are slipping?
Document volume. New documents created, new versions issued, documents archived or retired. Useful for capacity planning and for spotting unusual activity.
Signature activity (when DocuSign is in use) — signature completion times, who signed what, signatures pending.

Who uses it

Quality managers use the dashboard as the monthly management-review dataset. Instead of pulling numbers from individual document histories, they open the dashboard and have the full picture.

Compliance officers use it to prepare for audits. When a surveillance visit is three weeks out, the expiration-risk view and the review-cadence adherence view tell them exactly which documents need attention before the auditor arrives.

Executives use it for oversight. “Is document governance operating as it should?” becomes a question with a numerical answer, not a subjective impression.

Department heads use it to see their own team’s activity — approval times on production SOPs, HR-policy review cadence, security-policy updates — without needing compliance to run a report.

Plan availability

Power BI reporting is included on Enterprise, Premium, and Diamond plans. The Business plan covers the core lifecycle and audit log without the aggregate dashboard. Customers on Business who need aggregate reporting can run queries directly against SharePoint data using their own reporting tools; customers who want the pre-built dashboard move to Enterprise.

Custom views

The default views cover the most common governance questions, but the data model is open. Customers with their own Power BI practice can extend the dashboard — add views for their industry-specific metrics, integrate with other tenant datasets, build executive summary pages that combine document discipline with other operational indicators.

Customers without an in-house Power BI practice can request custom views as a quoted customization.

How the data gets there

The dashboard draws from the same SharePoint libraries and metadata that power the application. There’s no separate data warehouse to keep in sync. Data refreshes on Power BI’s standard cadence (daily for most tenants, more frequent if configured). The audit log, metadata fields, version history, and expiration dates flow through as they’re written — the dashboard is always at most a day behind the live state.

What this feature prevents

Blind spots in governance. Without an aggregate view, a compliance team can miss drift until an audit surfaces it.
Spreadsheet assembly work. Quality managers shouldn’t be exporting CSVs and building pivot tables every month.
Late detection of workflow problems. High rejection rates on a specific document type, or cycle times that are creeping up, are visible in the dashboard before they become systemic.

Audit log — the event-level data the dashboard aggregates.
Expiration reminders — the individual reminders the expiration-risk view summarizes.
Sequential approval — the approval events that feed the throughput metrics.

Lifecycle stage: Govern →

Deep dive · Pillar guide

The active document lifecycle on SharePoint Online

Why passive document management fails — and what an explicit four-stage lifecycle looks like in practice inside a Microsoft 365 tenant.

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Read the full guide

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