Automatic email when data is republished for a report

[jbrijalba]

I have multiple reports that are updated monthly (via excel folder connection), but the update date is dynamic (ex: 2nd business day after the 20th). I know that using a folder connection is not the best way to do it, but corporate restrictions. 

Is there a way that when I publish the report after I refresh the data that Power BI sends a email to the end users? I have tried subscriptions (which work just not for dynamic dates), microsoft flow (but same corporate restrictions). This would save me a lot of time of having to remember who to email each time I re-publish (update) a report.

Thank you!

[v-juanli-msft]

Hi @jbrijalba 

Based on my knowledge, there is no feature to send a email when republishing reports currently.

When you connect to folder with power bi desktop, then publish reports to power bi service, you could configure schedule refresh for the folder data source in power bi service.

If the folder is local, please add it as a data source under a on-premise gateway.

Then configure email subscriptions for the report, thus once the refresh occurs or reports update, power bi would send an email.

More details please refer to the following:

https://community.powerbi.com/t5/Service/Power-BI-Online-Refreshing-for-Folder-Data-Date/td-p/221161

https://docs.microsoft.com/en-us/power-bi/refresh-scheduled-refresh

Best Regards
Maggie
Community Support Team _ Maggie Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[jbrijalba]

My folder lives in my departments drive. Would I still need the local gateway?

From my understanding, the gateway has to be downloaded, which is not allowed at my company. I would have to set up a ticket with our IT department. 

Also, how is that not a standard feature? Seems a lot simpler to have the system send an email to all subscribed users whenever the report is republished to the server, then to make your end users download more software and go through multiple steps. Wouldn't a single button on the interface that the user has to press be a lot easier?

Thank you.

[v-juanli-msft]

Hi @jbrijalba 

When refreshing or update the report in Power BI Service, It can send emails to users.

But it doesn't send emails when publishing reports from Power BI Desktop to Power BI Service.

Please check more detials about "Subscription in Power BI".

For your idea, you could submit ideas here.

Since "My folder lives in my departments drive", please download the gateway(when installing, select on-premise, not personal) on the  departments drive, sign in with your Power BI License.

Best Regards
Maggie
Community Support Team _ Maggie Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.