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katmaher_1
New Member

Send Email to Report Users when Report is Refreshed

I have a report that willl be shared with ~300 users, but the user list will change as people enter/leave the company. I am trying to find a way to send an email via Outlook to all of the report users when the dataset is refreshed. Given the irregular nature of users being added to the report the subcription button does not really work that well to acomplish my goal. Is there a way to set up an email that is triggered on a PowerBI refresh using PowerAutomate, or is there a way to subcribe every report user to the Subcription feature in PowerBI?

 

Thank you and looking forward to learning new ideas/solutions!

2 ACCEPTED SOLUTIONS
lbendlin
Super User
Super User

Subscription is the wrong approach as it doesn't trigger from a dataset refresh.  API based refresh requests allow you to specify when mails should be sent (default is on failure only but you can also choose to send on any completion)

Datasets - Refresh Dataset In Group (Power BI Power BI REST APIs) | Microsoft Docs

 

You can also monitor refresh status with Power Automate and upon completion send a mail to a distribution list

Datasets - Get Refresh History In Group (Power BI Power BI REST APIs) | Microsoft Docs

 

View solution in original post

DavisBI
Solution Specialist
Solution Specialist

Hi, @katmaher_1 

Are you using Power BI Report Server or Power BI Service?

For PBIRS, it can be solved through SQL Server Agent job if you using SQL Server that runs on your domain server as your report's data source. By setting a job,  whenever the dataset is refreshed, an email task can be triggered.

For Power BI Service, you can use PowerAutomate.

View solution in original post

4 REPLIES 4
DavisBI
Solution Specialist
Solution Specialist

Hi, @katmaher_1 

Are you using Power BI Report Server or Power BI Service?

For PBIRS, it can be solved through SQL Server Agent job if you using SQL Server that runs on your domain server as your report's data source. By setting a job,  whenever the dataset is refreshed, an email task can be triggered.

For Power BI Service, you can use PowerAutomate.

lbendlin
Super User
Super User

Subscription is the wrong approach as it doesn't trigger from a dataset refresh.  API based refresh requests allow you to specify when mails should be sent (default is on failure only but you can also choose to send on any completion)

Datasets - Refresh Dataset In Group (Power BI Power BI REST APIs) | Microsoft Docs

 

You can also monitor refresh status with Power Automate and upon completion send a mail to a distribution list

Datasets - Get Refresh History In Group (Power BI Power BI REST APIs) | Microsoft Docs

 

Hi, 

 

how do you power automate this? 

 

thanks in advance 

Best regards 

Atif

Is there any way to send refreshed report link to the user whenever my dataset get refreshed

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