How to Email Power BI Reports with Power Automate

Posted on by Shravanthi S

Email Power BI Reports with Power Automate : In today’s data-driven world, business professionals and decision-makers rely on insightful reports and dashboards to stay informed and make informed choices. Power BI, Microsoft’s powerful business intelligence tool, empowers users to create stunning visualizations and interactive reports. However, sharing these reports with the right audience in a timely manner is equally critical. That’s where Power Automate comes into play. In this blog post, we will explore how to automate the process of emailing Power BI reports using Power Automate, providing step-by-step instructions, external resources, and answers to frequently asked questions.

Why Email Power BI Reports?

Before we dive into the details of how to use Power Automate to send Power BI reports via email, let’s consider why this capability is essential.

  1. Timely Communication: Email is one of the most common methods of communication. Sharing Power BI reports via email ensures that your stakeholders receive the information promptly.
  2. Accessibility: Email is accessible to a wide range of users, regardless of their technical proficiency. It’s a user-friendly way to distribute reports.
  3. Automation: Power Automate allows you to automate the process, saving time and reducing the risk of human error.

Getting Started with Power Automate

Before you start sending Power BI reports via email with Power Automate, make sure you have the following prerequisites:

  • Power BI Pro or Premium: You need a Power BI Pro or Premium subscription to access the features required for automation.
  • Power Automate: Access to Power Automate, which is part of Microsoft’s Power Platform.

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Now, let’s walk through the step-by-step process:

Step 1: Create Your Power BI Report

Before sending a report, you need to have a Power BI report ready. If you’re new to Power BI, you can follow these tutorials to get started.

Step 2: Publish the Report to the Power BI Service

To share your Power BI report via email, you need to publish it to the Power BI Service. Here’s how:

  • Open your Power BI Desktop.
  • Click on “File” and select “Publish.”
  • Choose the workspace where you want to publish the report.
  • Click “Publish.”

Step 3: Set Up Power Automate

  1. Go to the Power Automate portal.
  2. Click on “Create” and choose “Instant cloud flow.”
  3. Name your flow and choose the trigger “Manually trigger a flow.”
  4. Click “Create.”

Step 4: Add Actions to Your Flow

Now, you need to add actions to your flow to send the Power BI report via email.

  1. Add the “Power BI” action and select “Export to File.”
  2. Configure the export settings, such as file type, layout, and the page you want to export.

Step 5: Configure the Email Action

Next, you need to configure the email action to send the exported file.

  1. Add the “Office 365 Outlook” action and choose “Send an email.”
  2. Fill in the recipient’s email address, subject, and message.
  3. Click on the attachment icon to attach the file you exported from Power BI.

Step 6: Test Your Flow

Before you complete your flow, it’s a good practice to test it to ensure everything works as expected. Click “Test” and run your flow. Check your email to verify that the report was sent correctly.

Step 7: Save and Turn On Your Flow

Once you’ve tested your flow and are satisfied with the results, save it and turn it on. Your Power BI report will now be automatically sent via email based on the trigger you set up.

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Frequently Asked Questions (FAQs)

1. Can I schedule automated email reports using Power Automate?

Yes, you can schedule automated email reports using Power Automate. Instead of using the “Manually trigger a flow” trigger, you can use other triggers like a recurrence trigger to schedule the report delivery.

2. Can I send Power BI reports to multiple recipients?

Yes, you can send reports to multiple recipients by adding multiple email actions in your flow or by creating a distribution list in your email service.

3. Are there any limitations to exporting Power BI reports via Power Automate?

Yes, there are limitations. For example, the file size and export options may have restrictions based on your Power BI subscription. Make sure to review the official documentation for the most up-to-date information.

4. Can I customize the email template when sending reports?

Yes, you can customize the email template by adding dynamic content from your flow, such as report data, in the email body.

5. Can I use Power Automate with Power BI Free?

No, Power Automate with Power BI integration is available with Power BI Pro or Premium subscriptions. Power BI Free users do not have access to this feature.

Conclusion

Automating the process of emailing Power BI reports using Power Automate is a powerful way to ensure timely and efficient communication of critical insights to your stakeholders. By following the steps outlined in this guide and considering the frequently asked questions, you can streamline your reporting process and make data-driven decisions more accessible to your team. Start leveraging the synergy of Power BI and Power Automate today and unlock the true potential of your data analytics efforts.

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