Unlock Dynamic Dashboards with Power BI Parameters
When designing dashboards in Power BI, one of the most impactful ways to elevate user experience and improve decision-making is by incorporating parameters. These features allow reports to become more dynamic, interactive, and tailored to end-users' needs, without requiring constant back-and-forth with report developers and the need for duplicated reports or visuals.
In this data story, we’ll break down the different types of parameters in Power BI, how they differ, and where each can be most effective, particularly for businesses looking to streamline reporting and drive more meaningful insights.
What Are Parameters in Power BI?
At a high level, parameters in Power BI allow you to pass values into queries or calculations which dynamically influence what data is pulled in or how it’s displayed. Parameters enable user input, conditional logic, and custom filtering, which is ideal for creating flexible dashboards or optimising performance through query folding.
Let’s look at the different types of parameter functionalities available in Power BI:
1. Power Query Parameters (Data Load Parameters)
Best for: Controlling data import logic and optimising performance during data refreshes.
These parameters are created in Power Query (Transform Data) and are used primarily to filter data at the query level before it's loaded into Power BI. That makes them ideal for optimising data models, especially in large datasets, by avoiding unnecessary data load.
Power Query parameters may also be used to improve data management where multiple queries are using the same data source. For example, if a report uses several queries from the same database, a parameter can be used as the connection string. This is particularly useful when there are changes to a data source, such as a migration to a new database, so that the connection string only needs to be updated in one place (the parameter), rather than in all the queries which can save significant amounts of time.
Use Case:
A retail chain wants to limit the data load to only include sales from specific states. A parameter can be created to define the state filter in Power Query, allowing developers (or end users via Power Query parameter input) to change the input value without editing the entire query.
Key Features:
Created in Power Query editor
Can be used to filter tables or as input for functions
Often used for query folding, which improves performance
Users can select or change values via “Manage Parameters” in the Power Query editor
To consider: Users are not able to modify this in published reports
2. Field Parameters (Report-Level Parameters)
Best for: Allowing users to toggle between different fields or metrics in visuals.
Field parameters are a game-changer for user-driven dashboards. They allow users to switch dimensions or measures within visuals. For example, toggling between sales by product, sales by region, or by salesperson, all using a slicer.
Use Case:
A logistics company wants to analyse operational efficiency by allowing different department leads to toggle between metrics like delivery time, cost per shipment, and number of parcels. With field parameters, all of these measures can sit within a single chart, with users selecting what they want to view via a slicer.
Key Features:
Created via the “Modelling” tab → “New parameter” → “Fields”
Supports multiple columns and/or measures
Users interact with it via slicers
Fully integrated into report visuals
Extremely useful for building multi-purpose dashboards without duplicating visuals
3. What-If Parameters (Scenario Analysis)
Best for: Enabling users to simulate changes and perform scenario planning.
What-if parameters allow users to input or slide a value to see its impact on metrics or calculations in real-time. Behind the scenes, Power BI creates a calculated table and a slicer that interacts with DAX measures, which is useful for forecasting, pricing models, or budgeting scenarios.
Use Case:
A hospitality company wants to forecast revenue based on various growth rate scenarios. A what-if parameter can let users choose a growth rate (e.g., 5%, 10%, 15%), instantly updating the visualisation to reflect projected revenue based on that input.
Key Features:
Created from “Modelling” → “New parameter” → “Numeric range”
Generates a calculated table and a slicer for user interaction
Typically used in conjunction with DAX to create dynamic measures
Ideal for financial modelling, forecasting, and scenario testing
To consider: Parameters can only have 1,000 unique values. Where more than 1,000 values are supplied, the parameter values will be evenly sampled.
Comparing Power BI Parameter Features
| Feature Type | Created In | Best Use Case | User Interaction | Use in Visuals |
|---|---|---|---|---|
| Power Query Parameter | Power Query Editor | Filtering data at load, query folding | Yes, in Power BI Desktop (Transform data) but not in Power BI Service | Indirect |
| Field Parameter | Modelling Tab | Toggling between dimensions/measures in visuals | Yes (via slicer) | Direct |
| What-If Parameter | Modelling Tab | Scenario modelling and simulations | Yes (via slicer) | Direct |
Building Dynamic Dashboards with Combined Parameters
The real power of Power BI comes when you start combining parameter types. For instance, you could:
Use a Power Query parameter to limit the dataset to a specific reporting period
Add a field parameter to let users choose how they want to view performance (e.g., by location, product, or team)
Layer on a what-if parameter to model changes in costs or revenue assumptions
By structuring your report to include these interactive features, you give users more control and reduce the need for multiple static dashboards.
Tips for Using Parameters Effectively
Name parameters clearly – Use descriptive names like
LocationSelectororGrowthRateInputfor clarity.Use DAX wisely – Especially for what-if and field parameters, the real magic happens in the DAX that responds to parameter inputs!
Test performance impact – Some parameter setups can cause models to grow or slow down, especially with large data volumes.
Consider user needs – Think about which choices users actually want to make, and avoid overwhelming them with too many parameter-driven options.
For organisations seeking to empower teams with self-service analytics, Power BI parameters are essential tools in the toolkit. Whether you’re building a sales performance dashboard, financial model, or operational report, leveraging parameters can transform static reports into interactive decision-support platforms.
Not sure how to implement parameters effectively? Our Sydney-based team can help build flexible, user-friendly Power BI dashboards tailored to your business needs. Contact us to learn how we can bring dynamic analytics to life for your organisation.