How to send a report as PDF attachment for each individual user

[Anonymous]

Hi,

Below here the report - a simple Table visual

ProductID	Product	Product_Owner_Email
P01	Heavy Metals	P01@XYZ.COM
P02	Refrigeration	P02@XYZ.COM
P03	Textile	P03@XYZ.COM

I need to send this report (as PDF aatachment through email) based on the emails (Product_Owner_Email). Each Product Owner should get/see the report for there only...like an example if we take Product Ower - P01@XYZ.COM  then he should get only first row as report attachment not the all three rows.

Appreciate your help!

[mh2587]

Try to subscribe to email and do the logic with USERPRINCIPALNAME() to get current user login and match it with product owner emails 

[DoubleJ]

If you use a datamodel stored in a Power BI report (= a report built with Power BI Desktop), then you have to publish that  report to be able to automate PDF creation.  So you need at least 1 license.

I see those options
1. Use Power BI Robots or another 3rd party tool. You can use a service user to connect to the Power BI Service. Robots lets you automatically send emails and set specific filters to individual recepients
2. Use Excel to connect to your report and create your report in Excel. Use some sort of script automation to filter data,  generate and send the PDFs.
3. Use Power Automate. I'm not an expert there so I can't assist further.

I'm curious if the community comes up with different approaches.
JJ

[DoubleJ]

Hi 

You can use Row Level Security to make sure that a Product Owner only can see her products. See: https://learn.microsoft.com/en-us/power-bi/enterprise/service-admin-rls 

Users can setup subscriptions to to receive the report in a scheduled interval. See: https://learn.microsoft.com/en-us/power-bi/collaborate-share/end-user-subscribe?tabs=creator  

You need Power BI Premium oder Premium Per User for PDF export in subscriptions. Otherwise users will receive a link to the report.

If you don't have Premium and need PDF export you can use third party tools. We use Power BI robots: https://powerbitiles.com/PowerBIRobots/ 

Hope I could help
JJ

[Anonymous]

Hi @DoubleJ , Thanks for your repsonse - 

RLS will work when end user can use Power BI, but here they need just a snap of the report with there data only.

I forgot to mention the end users whose emails mentioned on the report they NEED just an email with there data/report not the whole report(not the entire row). and these users don't have Power BI - So they just need the PDF as attachment and to see what Product is assigned to them, JUST.