Authentication Power BI connects using two parts: a project-specific URL and a bearer token. The token acts like a secure key - it proves that the request is allowed to access the data behind the URL.

Expiry Tokens expire automatically after 90 days, or can be manually revoked at any time from the project’s Integration settings.

Multiple tokens supported You can create as many tokens as you need - useful if you’re connecting different tools or templates.

Naming tokens Each token must be given a name when created. This helps you track where it’s being used (e.g. “PPC Dashboard” or “Client Reporting Suite”).

Usage tracking You’ll be able to see the timestamp of last use and the token creator for each token so you know what’s active and what can be cleaned up.

• If you receive a warning about installing the latest version of Power BI Desktop you can most likely continue on without issue (although updating your software is usually a good idea!)

• Ensure your token is valid, and that you've copied the Project API URL correctly

Access Web Content Prompt When Power BI prompts you with the Access Web Content window, it’s asking how to authenticate your connection to the API.

Since authentication is handled through the bearer token you already entered, no additional credentials are required here:

• Select “Anonymous” as the authentication method, then click Connect.

This tells Power BI not to apply any other login method. Using other options like “Windows” or “Organizational Account” may block the request or cause errors.

“The 'Authorization' header is only supported when connecting anonymously.” These headers can be used with all authentication types: Accept, Accept-Charset, Accept-Encoding, etc.

• This means Power BI tried to connect using an authentication method that doesn’t support your bearer token (such as Windows or Organizational Account).

“We couldn’t authenticate with the credentials provided.”

• This suggests Power BI could be using the wrong method (e.g. "Organizational Account") instead of Anonymous.

“The remote server returned an error: (401) Unauthorized.”

• This means the API blocked the request - often because Power BI tried to use Windows or Organizational credentials instead of the token.

“The response payload size exceeds the limit.”

• A clear sign the API returned more than Power BI is allowed to process.

“DataFormat.Error: We reached the end of the buffer.”

• This usually means the dataset was too large for Power BI to handle in one response.

“Unable to connect to the data source. The connection was closed before the data could be retrieved.”

• This can sometimes be triggered when the response is too large and times out during transfer.

You can use the following parameters individually or in combination:

• Limit the number of versions Append ?limit=3 or ?limit=2 to your API URL → Example: https://app.aphex.co/au/power-bi...?limit=3

• Exclude resource data Append ?resource=false to your API URL → Useful if you don’t need labour or plant or material reporting.

• Exclude delay status data Append ?status=false to your API URL → Useful if you do not need to report on delay reasons.

• Exclude blocker data Append ?blockers=false to your API URL → Useful if you do not need to report on blockers.

You can combine parameters like: ?limit=3&resource=false&status=false

“The remote server returned an error: (401) Unauthorized.”

• This usually means the token is missing, expired, or no longer valid.

Leading Measure: You can choose your preferred method for measuring PPC (Percent Plan Complete) which helps in understanding how well your project is performing against the plan:

• PPC (Task Day): Calculates the overall average percentage of task completion by evaluating the PPC of each task. The PPC of a task represents the percentage of planned workdays that were completed between two publication dates (such as from last week to now).

• PPC (Task): Calculates the efficiency of task completion in a project by comparing the number of tasks completed to the number of tasks planned between two publication dates (such as from last week to now).

• Latest Publication: Shows the date of the most recent publication in your dataset.

• Planned: Counts the number of individual tasks scheduled to occur within the specified time window.

• On Track: Counts the number of tasks that are currently ongoing or have been completed within the specified time window.

• Delayed: Counts the number of tasks that have been delayed (pushed out) within the specified time window.

• Unplanned: Counts tasks that were not scheduled to start within the earlier selected publication but are now included in the most recent selected publication.

• Brought Forward: Counts tasks that have been advanced beyond the latest publication selected.

• Deleted: Counts tasks that existed in previous publications but have been removed from the most recent selected publication.

A number of filters can be applied to the report. By default, all filters are set to show all data:

• Publications Included: Displays all publications in your dataset (up to five) by default, with options to select specific ones for analysis.

• Task Owners: Displays all Task Owners with tasks in the selected publications

• Packages: Displays all Package Names with tasks in the selected publications

• Subcontractors: Displays all Subcontractors with tasks in the selected publications

• Folder Code: Displays nested folder codes for the purpose of filtering to a specific branch of the folder tree.

Planned Percentage Complete by Week: Breaks down the PPC on specific publication dates within the dataset and provides a rolling average (over four weeks). Hovering over the values reveals information about the included published versions (PPC, Tasks Progressed, and Unplanned Tasks).

Current PPC: Displays the current PPC based on tasks completed between the two most recent publications selected, according to the PPC calculation method chosen by the user.

Failed Tasks: Counts the number of tasks where the end date has been deferred to the following week.

Reason for Non-Completion (RNC): Calculates the delay reasons for tasks within the selected range of publications.

Reason for Non-Completion (RNC) - Past 10 Weeks: Aggregates the total delay reasons for tasks that have been delayed over the past ten weeks.

Leading Measure: You can choose your preferred method for measuring PPC (Percent Plan Complete) which helps in understanding how well your project is performing against the plan:

• PPC (Task Day): Calculates the overall average percentage of task completion by evaluating the PPC of each task. The PPC of a task represents the percentage of planned workdays that were completed between two publication dates (such as from last week to now).

• PPC (Task): Calculates the efficiency of task completion in a project by comparing the number of tasks completed to the number of tasks planned between two publication dates (such as from last week to now).

A number of filters can be applied to the report. By default, all filters are set to show all data:

• Publications Included: Displays all publications in your dataset (up to five) by default, with options to select specific ones for analysis.

• Task Owners: Displays all Task Owners with tasks in the selected publications

• Packages: Displays all Package Names with tasks in the selected publications

• Subcontractors: Displays all Subcontractors with tasks in the selected publications

• Folder Code: Displays nested folder codes for the purpose of filtering to a specific branch of the folder tree.

• Latest Publication: Shows the date of the most recent publication in your dataset.

• Planned: Counts the number of individual tasks scheduled to occur within the specified time window.

• On Track: Counts the number of tasks that are currently ongoing or have been completed within the specified time window.

• Delayed: Counts the number of tasks that have been delayed (pushed out) within the specified time window.

• Unplanned: Counts tasks that were not scheduled to start within the earlier selected publication but are now included in the most recent selected publication.

• Brought Forward: Counts tasks that have been advanced beyond the latest publication selected.

• Deleted: Counts tasks that existed in previous publications but have been removed from the most recent selected publication.

Task ID: Retrieves the activity ID of the task within Aphex.

Task Name: Displays the latest task name based on task versions.

External ID: Finds the most recent external ID associated with the task.

Task Start/End: Retrieves the latest start and end dates for tasks.

Reason For Non-Completion: Identifies the most recent reason for task delays within the current window. This includes all possible reasons for delays, ensuring comprehensive analysis of task status.

• Publications Included: By default, this report includes all publications within your dataset (up to a maximum of five). You have the option to select specific publications for your analysis.

• Task Owners: By default, this report includes all task owners within your dataset. You have the option to select specific Task Owners for your analysis.

Publication Summary: This section categorises each publication as "Not Ready" or "Reviewed" at the time of publication and displays user counts. Clicking on an individual bar will highlight detailed data within the Publication Breakdown.

Publication Breakdown: Provides a comprehensive overview of each publication, detailing the status, clashes, missing fields, and blockers associated with each user and publication date. By clicking on an individual publication, you can focus on the corresponding data within the Publication Summary.

• Primary Publication Selector: This allows you to choose the publication for analysis, with the default set to the latest publication. You can also select from Latest, Prior, or Rest options to customise your comparison.

• Comparison Publication Selector: The default for this selector is set to Rest, but you can adjust it to Latest, Prior, or Rest, enabling a tailored view of your comparison data.

• Subcontractors: By default, this report includes all subcontractors within your dataset. You have the option to select specific Task Owners for your analysis.

• Task Owners: By default, this report includes all task owners within your dataset. You have the option to select specific Task Owners for your analysis.

• Packages: By default, this report includes all Packages within your dataset. You have the option to select specific Packages for your analysis.

• Folder Code (tree): By default, this report includes all Folder Codes within your dataset. You have the option to select specific Folder Codes for your analysis.

New Tasks: The count of new tasks created per day between publications

Comparison Publication: This count reflects the number of tasks present in the comparison publication that have their end dates before or on the last task date from either the primary or comparison publication, providing insight into scheduling overlaps.

Primary Publication: This measure counts the number of tasks in the primary publication, based on specific conditions such as end dates and associations with both the primary and comparison publications, facilitating detailed analysis.

Milestones: This section displays all upcoming milestones, highlighting the most recent end date. It also compares the end dates of milestones between the primary and comparison publications, illustrating the difference in days between the two to track progress effectively.

• Selected publication: You can select only one Published Version at a time, with the default setting being the latest Publication Version, referred to as the Selected Publication. Options include Latest, Prior, or Rest for customised analysis.

• Milestones Ending In: By default, the dashboard focuses on the next month, but you can adjust the timeframe to include options like Last, Next, This, Days, Weeks, Months, and Years for a more specific analysis.

WBSName: Filter to view tasks within a specific WBS (Folder). By default, all tasks will be displayed.

Name: The name of the Milestone.

• Current Date: The end date of the milestone in the selected publication.

• Prior Date: The end date of the milestone in the publication prior to the selected publication.

Trend Over Time: Displays an in-line bar chart showing a trend in milestone variance over the publications available in your dataset (maximum 5).

• Publications Included: By default, this includes all publications within your dataset (up to a maximum of five). You have the flexibility to select specific publications to include in your analysis. The latest two selected publications are used for comparison.

• Date Range Included: By default, the dashboard focuses on the next month, but you can adjust the timeframe to include options like Last, Next, This, Days, Weeks, Months, and Years for a more specific analysis.

• Date: Shows dates in the selected range

• Owner: The owner of the task. Alternatively, this can be set to Subcontractor or Package

• Planned Tasks: The number of tasks planned to be worked on per day from the prior selected publication

• Actual Tasks: The number of tasks that happened per day in the latest selected publication

Over-time bar chart showing:

• Count of Tasks Planned on Given Date: The number of tasks planned to be worked on per day from the prior selected publication

• Count of Tasks on Given Date: The number of tasks that happened per day in the latest selected publication

• The X-Axis displays dates in the selected range, as well as the Task Owners/Subcontractors/Packages working on each day

• Open Blockers (4 Weeks): This metric counts the number of open blockers that are due within the next four weeks, providing insight into immediate concerns.

• Overdue Blockers: This measure calculates the total number of overdue blockers in the selected publication, helping you identify tasks that need urgent attention.

• Top Overdue Category: This identifies the blocker category with the highest number of overdue blockers for the selected publication. The data is filtered to show overdue blockers, grouped by category.

• Average Days Overdue: This metric calculates the average number of days that overdue blockers have been outstanding within the selected publication, allowing for assessment of the severity of delays.

• Top Overdue Blocker: This identifies the specific blocker that has the highest average number of overdue days for the selected publication, highlighting the most pressing issues.

• Selected Publication: You can select only one Published Version at a time, with the default setting being the latest Publication Version, referred to as the Selected Publication. Options include Latest, Prior, or Rest for customised analysis.

• Open Blockers Date Range: Adjusting the date range in this section influences the graph when the status is set to Open. It affects the task results in the Open tab of the table on the right, focusing on open blockers with due dates within the specified timeframe. Note that open blockers without due dates will not be included in the graph.

• Group Blockers By: Select how to group the information displayed in the graph - by Category, Owner, or Subcontractor. The Y-axis reflects the count of distinct blocker names based on the selected status and date range, while the X-axis displays your chosen grouping option.

• Blocker Category: This selector allows you to focus on one category at a time. The default setting is "All Categories." When a specific category is selected, the report filters to display data exclusively related to blockers within that category.

• Blocker Status: Use this feature to select between Open, Overdue, Resolved, or All Blockers to dynamically update the information displayed in the accompanying graph. The default setting is Overdue.

• Folder Code: Filter to view blockers on tasks within a specific WBS (Folder) in the included publications. By default, all blockers will be displayed.

• Task Owner: Filter to view blockers on tasks owned by a specific user. By default, all blockers will be displayed.

• Packages: Filter to view blockers on tasks within a specific package. By default, all blockers will be displayed.

• Subcontractors: Filter to view blockers on tasks assigned to a specific Subcontractor. By default, all blockers will be displayed

Category: The graph displays how many blockers there are in each category within the selected Publications Included, with their names listed above the bars for easy identification. Hovering over each category bar will show the category name, the individual blockers assigned to that category, and the total number of blockers in that category.

• All Overdue: The All Overdue tab lists all tasks associated with overdue blockers within the selected published version, providing a comprehensive view of outstanding issues.

• Open: The Open tab displays all tasks linked to open blockers, filtered by those whose due dates fall within the specified date range set in the Open Blockers Date Range control.

• Selected Publication: You can select only one Published Version at a time, with the default setting being the latest Publication Version, referred to as the Selected Publication. Options include Latest, Prior, or Rest for customised analysis.

• Date Range Included: By default, the dashboard focuses on the next month, but you can adjust the timeframe to include options like Last, Next, This, Days, Weeks, Months, and Years for a more specific analysis.

• Resource Types: This displays the titles of materials within your Aphex project, helping you easily identify the resources in use.

• Subcontractors: Filter to view materials on tasks assigned to a specific subcontractor. By default, all materials are displayed

• Folder Code (tree): Filter to view materials on tasks within a specific folder. By default, all materials are displayed

• Packages: Filter to view materials on tasks assigned to a specific package. By default, all materials are displayed

• Task Owners: Filter to view materials on tasks owned by a specific user. By default, all materials are displayed

Material Demand: This metric sums the total planned quantities of materials for tasks recorded within your selected publication and date range. Each material type is visually represented with its own bar colour on the graph, making it easy to analyse trends at a glance.

Summary: The summary section provides a detailed breakdown of the materials included in the selected primary publication. It showcases both the total planned quantity of materials and the actual quantity logged, giving you a clear picture of resource utilisation.

Tasks: The tasks section provides a detailed breakdown of the materials included in the selected primary publication. It showcases both the total planned quantity of materials and the actual quantity logged, giving you a clear picture of resource utilisation.

Progress Percentage: This calculates the percentage of actual materials used compared to the planned materials in the selected primary publication. It offers a straightforward percentage score to assess how closely actual usage aligns with your plans, enabling informed decision-making for future resource allocation.

• Selected Publication: You can select only one Published Version at a time, with the default setting being the latest Publication Version, referred to as the Selected Publication. Options include Latest, Prior, or Rest for customised analysis

• Resource Types: The Resource Types selector allows you to choose which Labour and Plant resources to display. By default, all resources are included, giving you a comprehensive overview

• Subcontractors: Filter to view labour & plant on tasks assigned to a specific subcontractor. By default, all resources are displayed

• Packages: Filter to view labour & plant on tasks assigned to a specific package. By default, all resources are displayed

• Task Owners: Filter to view labour & plant on tasks owned by a specific user. By default, all resources are displayed

• Folder Code (tree): Filter to view labour & plant on tasks assigned to a specific folder. By default, all resources are displayed

Labour & Plant Demand: This metric calculates the total planned Labour and Plant resources recorded within your selected publication and date range. Each resource type is visually represented with its own bar colour on the graph, making it easy to interpret data at a glance

Date Range Included: By default, the dashboard focuses on the next month, but you can adjust the timeframe to include options like Last, Next, This, Days, Weeks, Months, and Years for a more specific analysis.

Date: The Date section displays the specific date when the resource was included in the Planner. This information updates dynamically based on your selection in the Date Range Selector

Resource: This field indicates the title of the Labour or Plant resource in the Planner. It also updates according to your selection in the Date Range Selector, ensuring you have the most relevant information at hand.

Amount: The Amount metric calculates the sum of the planned quantities for resources associated with tasks in the primary publication. This value will update in real-time as you adjust your selections in the Date Range Selector, providing ongoing insights into resource planning.