Power BI Paginated Reports are built for operational rigor—standardized layouts, governed data access, and repeatable delivery across hundreds or thousands of users. Once the structure is in place—data sources connected, datasets defined, and layouts engineered—the next layer of sophistication is interaction. That is where parameters become essential.
Parameters turn static reports into guided experiences. They let users choose filters, adjust formatting, switch logic, and drive behavior at execution time—all without sending every revision back to a developer. In a governed reporting program, this is how teams scale consumption without multiplying maintenance work. Many teams search for how to add parameters in Power BI Paginated Reports because the feature drives controlled interaction and self-service filtering.
Paginated reports support two primary parameter types—Report Parameters and Query Parameters—and together they control how users see data and how data is retrieved. Whether the goal is row-level security, performance optimization, dynamic formatting, or modular report design, parameters are the mechanism that makes enterprise reporting flexible rather than fragile. Whether you are learning how to create report parameters in Report Builder or how to pass query parameters to SQL in paginated reports, the objective is the same—controlled execution and optimized performance.
Report Parameters collect values from users when the report runs. They appear as input boxes, drop down lists, or date pickers, depending on configuration. These parameters are defined with:
Some parameters are visible to users, while others operate behind the scenes as hidden or internal—ideal for passing security information like user identity. This aligns with common reporting use cases such as filtering a paginated report by date, filtering a report by salesperson, or automatically applying a default date parameter.
Although Report Parameters are most often used to filter data, their capabilities go further. Because expressions can dynamically control properties in the layout, parameters can:
This means parameters can shape the UX—not just the dataset. They can even support configuration for drill through and sub report scenarios.
Every Report Parameter starts in the Report Data pane. Authors specify the internal name (used in expressions) and a friendlier prompt for display. Since layout identifiers cannot contain spaces or special characters, this separation is essential. This configuration process answers a common question for new designers: Where do I define parameters in Power BI Report Builder and how do I control defaults?
Authors can also define whether a parameter:
Internal parameters create private logic that users cannot modify—useful for role-based scenarios.
Default Values streamline the experience. If all Report Parameters have defaults, the report can render immediately in Preview and in the Power BI Service. That eliminates friction and accelerates user adoption.
Defaults can be:
Defaults make recurring reports operate like automated outputs instead of manual prompts.
Parameters support free-form input, but curated lists improve governance. Available Values can be sourced in two ways:
Keys act as identifiers; labels are readable text. This keeps data relationships intact and prevents users from submitting invalid entries.
Paginated Reports provide a dedicated pane that arranges parameters in a grid layout. Authors can drag and drop controls, insert rows or columns, and control placement. This ensures the parameter experience feels intentional—not cluttered or confusing.
A thoughtful layout becomes especially important when users work with 4–10 filters in production reporting environments.
Query Parameters operate at the dataset level. Instead of filtering after data retrieval, these parameters inject directly into the SQL statement at runtime. A typical example:
WHERE SalesOrderID = @SalesOrder
The Report Parameter collects the user’s value, and the Query Parameter applies it in the WHERE clause. This reduces data volume, improves performance, and respects security boundaries. This model supports practical scenarios like using SQL parameters in paginated reports, using IN() with multi-value parameters, and passing user-selected filters directly to the data source.
Query designers in Power BI Report Builder help authors construct parameterized queries visually—critical for beginners.
Once users understand how to configure parameters in paginated reports, they typically need to solve three daily scenarios. Parameters are not just filters—they guide users through choices, improve performance, and create a controlled, repeatable reporting experience.
Users often need either one selection or all results. To support both, a parameter dataset can union two queries—one inserting an artificial key such as -1 labeled “All Salespeople,” plus a query returning real values.
At runtime, if the parameter equals -1, the WHERE clause removes filtering and returns all rows. This works for small tables but can trigger table scans against large sources. In enterprise scenarios, a stored procedure with branching logic is more efficient—one-branch runs the unrestricted query, the other applies targeted filtering.
Sometimes reporting requires multiple selections instead of one. Multi-value parameters need two adjustments:
Power BI automatically converts the user’s selections into a comma-delimited list for execution. The result: flexible filtering without manual string handling.
Cascading parameters narrow choices systematically. A user first selects a sales territory, and then the next parameter presents only the salespeople assigned to that region. This approach eliminates overwhelming lists, supports datasets with thousands of entries, and behaves like a guided wizard.
Because available values come from datasets, report rendering waits for one parameter to resolve before populating the next. The order in the Parameters pane drives the dependency chain.
Parameters are one of the most powerful levers in Power BI Paginated Reports because they transform fixed documents into responsive reporting assets. By shaping both user input (through Report Parameters) and data retrieval (through Query Parameters), they influence performance, security, experience, and scale. Teams can guide users through curated selections, reduce the volume of returned data, configure dynamic formatting, and even orchestrate complex navigation patterns such as drill-through and cascading logic.
Ultimately, parameters are not just filters; they are governance tools. They help organizations give users choice without surrendering control, support repeatable reporting without redesign, and drive meaningful interaction without adding administrative overhead. When they are planned intentionally—defaulted, validated, ordered, and connected to datasets—parameters become the bridge between operational reporting discipline and a user experience that feels tailored, intelligent, and efficient.
At brs, we can help you turn your data into insights with Power BI. Whether you are in oil and gas, mining, or manufacturing, our team can design and implement interactive reports or paginated reports tailored to your needs.
Your data is your most valuable asset — let us help you visualize it. Contact us today at info@bowriversolutions.com or visit www.bowriversolutions.com to start your data visualization journey.
This article is part of our Power BI Paginated Reports Series, a structured guide designed for both business leaders and report authors.
For C-level and senior decision-makers, the series explains how paginated reports support operational reporting, governance, scalability, and consistent decision-making across the organization. For analysts, developers, and power users, it provides practical insight into how paginated reports are designed, built, and refined using Power BI Report Builder.
Each article focuses on a specific stage of the paginated report lifecycle—from foundational concepts to advanced capabilities. You can explore the series in order or jump directly to related topics:
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