Whilst reporting Multi-Line Text fields from SharePoint Lists (like Risks, Issues, etc) to Power BI, we have had questions from users about the field not showing any value in the report. Why is this the case?

Reason for the behaviour:

  • This is a known behaviour when the Multi-Line Text fields have the ‘Append Changes to Existing Text’ setting enabled. This functionality allows users to track changes made to the particular field every time the item in the SharePoint list is edited and stores the last update as the latest version.

Screenshot from the column setting of the field

  • In the case where an update to the item is made but there is no change to the field with ‘Append Changes to Existing Text’ enabled, the latest version of data for the field will be empty.

Workaround:

If the users are using the ‘Append Changes to Existing Text’ functionality for the Multi-line text fields and require the field to show in the Power BI report, the users making the update to the existing item in the List will need to ensure that the whole content is updated in the field every time. This will ensure that the field data is picked up by the report as the last update will contain all the required text.