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A bookmark is a saved view of a report: the page it opens, the slicer selections, and how each visual is sorted, drilled, expanded and shown. Apply it and the report returns to that view. Use bookmarks to switch a page between views, to walk readers through a story, or to keep the view you check every morning.
A report has two kinds of bookmark.
| Kind | Report bookmarks | My bookmarks |
|---|---|---|
| Who makes them | Anyone who can edit the report, in edit mode | Anyone who can open the report, in view mode |
| Who sees them | Every reader of the report | Only you. Nobody else sees them, administrators included |
| Where they are kept | In the report: they save, undo, restore and copy with it | In your account, on every device you use; never copied with the report |
| What they apply | What their options say: the page, the data and filters, and the visibility and focus | The page and the data and filters; never which visuals are shown |
| Where you use them | The Bookmarks menu and panel, a bookmark navigator, Present, links, exports and subscriptions | The Bookmarks menu, Present, links and your own subscriptions |
There is no cap on how many bookmarks a report or a person keeps, and bookmarks never expire. A name holds up to 120 characters.
A bookmark records the view at the moment you add or update it:
It does not save where visuals sit or their size, your zoom and scroll, View as, the colour theme you picked, a table's page or its column widths. Applying a bookmark that sets Data and filters also rebuilds the column order and the hidden columns of the visuals it covers, so they open on the columns the report sets, not the ones you arranged. Visuals the bookmark does not cover keep the layout you set.
When the lists are empty they read No report bookmarks yet. and Save what you are looking at as your own bookmark. In edit mode, the header has no Bookmarks button: use the Bookmarks panel instead.
Each of your bookmarks has a menu, More actions for name:
Your own bookmark and a view link hold at most 1 MiB of saved state. A view that grows past it is refused with The bookmark is larger than 1 MiB.; clear a few selections, marks or drills, then save it again.
Your bookmarks apply the page and the data and filters. They never change which visuals are shown.
While you act as another user, your bookmarks cannot be changed, and the menu says so: "Personal bookmarks cannot be changed while impersonating another user." See Impersonate a user.
When the report has none, the panel reads No bookmarks yet. Set up the page, then add a bookmark to save it.
Work with the list:
Applying a bookmark while you edit changes only what you see. It does not change the slicer selections saved with the report.
Readers see the groups in the Bookmarks menu. A navigator, Present, exports and subscriptions can each play one group.
Open a bookmark's options with the arrow on its row. Each option is a switch, and all three are on for a new bookmark.
| Option | When it is on | When it is off |
|---|---|---|
| Page | Opens the bookmark's page. | The reader stays on the page they are on. |
| Data and filters | Applies the slicer selections, the field parameter choices, the marks clicked on its page and each visual's sort, drill and other view state. | Leaves the reader's slicers and selections as they are. The panel notes "Off leaves the reader's slicers as they are." |
| Visibility and focus | Shows and hides visuals as saved, and opens the visual that was in Prime. | Leaves visible what is visible. |
Under Applies to, choose All visuals or Selected visuals:
To switch a page between views without touching the reader's filters, turn Data and filters off and keep Visibility and focus on.
Caption holds a sentence about the bookmark, up to 1,000 characters. It shows in the control bar while you present, and as the tooltip in the Bookmarks menu and on the navigator.
Under each bookmark a summary line says what it touches, for example Sales overview · 3 slicers · 2 hidden · 4 visuals: its page, the slicers it sets, the visuals it hides, and the visuals whose view it sets (or 2 selected visuals). Hover the line for the full list, such as Page: Sales overview (hidden page), Slicer: Region (2 values), Field parameter: 3 fields, Visual: Revenue: sort, drill, Hidden: Map or Focus: Revenue. An option that is off reads, for example, Data and filters: off, and a bookmark with all three options off reads Nothing applied.
When the report changes after a bookmark was made, the row shows a warning with Update:
| Warning | What it means |
|---|---|
| The page it opens no longer exists. | The bookmark's page was deleted. |
| N visuals no longer exist | Visuals the bookmark sets were deleted. |
| N new visuals this bookmark does not know | Visuals were added to its page after the bookmark was made. They keep their own default visibility. This is checked only with Visibility and focus on and All visuals. |
| N slicers no longer exist | Slicers whose selection it saved were deleted. |
| N field parameters are no longer used | A field parameter it sets is no longer on the report. |
A bookmark with a warning still applies what it can: readers get the parts that exist and never see an error. To fix it, set up the view you want and choose Update.
Hidden visuals let one spot on a page show different visuals, one bookmark each. Hide and show visuals with the eye in the Layers panel or with Hide and Show on a visual's menu; see The report canvas and pages.
A hidden visual draws nothing and runs no query until it is shown. A hidden slicer still filters the page. Hidden visuals never appear in an export or an emailed copy.
A bookmark navigator is a row of buttons, one per report bookmark, that readers click to apply them.
Present can step through bookmarks instead of pages, with each caption in the control bar, and a wall display can cycle through them. Open Present, pick what to play under With bookmarks and choose Present bookmarks. The details are on Present and wall displays.
A link never grants access. The person who opens it needs their own access to the report, and on a model with row-level security they see only their own rows and values.
On a public link, the Bookmarks menu lists the report bookmarks only, and a link can open one of them; see Embed a report.
When you open a report, the first of these that applies sets the view:
If the address also names a page with ?page=, that page opens and the rest of the view still applies. DataPrism never reopens your last view by itself: only a default bookmark you chose opens instead of the author's view.
Reset in the report footer, whose tooltip reads "Reset to the author's saved view", always returns to the author's view, also when you have a default bookmark. It clears the active bookmark, the visuals it showed or hid and its Prime visual.
A report bookmark can open a hidden page. Readers reach that page only through the bookmark: the page tabs never list it, and once they leave it, a bookmark is the only way back.
On a model with row-level security, a saved selection never shows a reader a value outside their access. Each saved slicer selection and filter default is checked against the access of the person looking: when they apply a bookmark or open a link, and, for readers who cannot edit the report, when they open it.
For readers who cannot edit the report, a few more things hold:
People who can edit the report open it with its full saved selections, so that saving it keeps them. If you applied a bookmark that left out values you cannot see and then choose Update, DataPrism asks first: Update this bookmark? with "It was applied without 1 value you cannot see. Updating saves your current view, and those values are dropped for every reader."
Bookmark names and captions are shown to every reader, so keep values that some readers may not see out of them. See Row-level security and View as.
The Report Builder AI can create, change, group, reorder and delete report bookmarks, hide and show visuals, add a bookmark navigator, and build a story of captioned bookmarks for Present. It never sees or changes anyone's own bookmarks. See Report Builder AI.
| Action | Who can do it |
|---|---|
| Apply report bookmarks, use a navigator, present bookmarks | Anyone who can open the report, including visitors to a public link |
| Add, change, group, reorder or delete report bookmarks | Anyone who can edit the report |
| Keep your own bookmarks and make view links | Anyone who can open the report, except while acting as another user |
| Open a bookmark link or a view link | Anyone who already has access to the report |
Bookmarks need no permission of their own. When a report is deleted, everyone's bookmarks on it and its view links go with it. See Who can do what in DataPrism.
No. Your bookmarks are private to you, and administrators cannot see them either. To show someone a view, use Copy link on your bookmark: it shares the view, not the bookmark, and the other person can keep it with Save to mine.
Your own bookmarks save the page and the data and filters only; they never change which visuals are shown. Showing and hiding visuals belongs to report bookmarks, made in edit mode.
Its Data and filters option is off, so it leaves your slicers as they are and changes only the page or the visuals shown. Authors turn it off on purpose for bookmarks that switch views.
The bookmark was added or changed since the report was last saved, so readers cannot open it yet: "Save the report first so others can open this bookmark." Save the report, then copy the link.
No. A bookmark link or a view link only says which view to open. The person needs their own access to the report, and row-level security still decides which rows and values they see. To give access, see Share a report.
Either the link you followed names a bookmark or a view, or you made one of your bookmarks your default. Choose Reset in the report footer to return to the author's view, or Stop opening by default on your bookmark's menu.
The report's model has row-level security, and a saved selection includes values outside your access. They are left out and never named, so you see only what your access allows. See Bookmarks and row-level security.
Report bookmarks are part of the report: Make a copy, a . file and a restored version all carry them. Your own bookmarks and view links stay with the original report and are never copied.
Hiding a visual only stops it from being drawn. A hidden slicer keeps its selection and still filters the visuals it reaches, so a bookmark can set filters that readers do not see as a slicer.
Nothing breaks. A link to it opens the report as its author saved it, with a notice that the bookmark no longer exists. A subscription that sends it goes out with the author's view and a note in the email, a story leaves it out, and Present skips it. Choose another view with Edit... on the subscription.
The report changed after the bookmark was made: a page, visual, slicer or field parameter it uses was deleted, or visuals were added to its page. The bookmark still applies what it can. Set up the view you want and choose Update on the warning.