Power BI stopped refreshing because the kobo form has a large number of records

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Hi Everyone,

I am currently facing an issue while integrating KoboToolbox data with Power BI. My dataset has grown significantly, reaching approximately 300,000 records, which has caused refresh operations in Power BI to fail due to the large volume of data.

To address this, I would like to apply filters directly to the KoboToolbox API to reduce the size of the dataset before it is imported into Power BI. My goal is to only retrieve relevant records, such as those submitted after a specific date.

I would greatly appreciate your guidance on:

Filtering API Queries:

  • How can I structure my API query to include conditions like retrieving submissions after a certain date or filtering by specific field values?

  • Are there examples or documentation available that explain the use of query parameters for complex filtering?

Thanks,
Warda

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Welcome to the community, @ahmedwar! Pinging @osmanburcu our Power BI expert who should be able to help you with this.

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Hi @ahmedwar and @Kal_Lam,

For your first question, yes you can filter your based on date or any specific value. If you go to link below, you will find “Query submitted data” section which will give you the idea of how to query your data though any value you want. You can find more details on conditions in the mandodb’s link. If you have more questions let me know.

https://eu.kobotoolbox.org/api/v2/assets/{your forms uuid}/data/

https://www.mongodb.com/docs/manual/reference/operator/query/

You also can check this previous discussion API v2 querying by _submission_date

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