PowerBI Email reporting and subscriptions

[chernandez]

Couple of questions if you'd be so kind,

1. We have Premium per user already...
Can you explain the differences between PowerBI Premium per user and per Capacity
specifically related to shared report options data filtering, etc. to external/guest users?

2. Does the options (in terms of email subscriptions) for the reports that we can send over email vary between premium per user and per capacity?
We want to be able to filter the data that external users get when they get their reports via email...
Also, we want to schedule the same reports with different data filter options for different email subscribers...
Do we need BI Premium per capacity in order to do that?
If no, How can we create email subscriptions with our current BI premium per user license?
If yes, how much is it? What do we need to do?

Thanks!

Cacimar

[KiranHosakote]

Hi @chernandez , 

Subscribe to email has some limitations. See https://medium.com/bi-helper/delivering-power-bi-reports-the-last-mile-problem-670c84c887c1 for more details. 

For your use case where end-users may only need PDF reports filtered on their data, see https://medium.com/bi-helper/automated-distribution-of-power-bi-reports-and-dashboards-25fde6c68af0 for a fully automated solution to report generation and distribution. You only need one Power BI Pro license and there is no restriction on your users being outside your domain (vendors, clients).

[natasjamekes]

You can also try Webdashboard. With Webdashboard you can easily share your Power BI reports and dashboards, with an intern and external users. All you need is an e-mail address.

You can try Webdashboard for 30 days and if you need any help, they will quickly react. It's available at the Microsoft App Source and for more information, you can visit the website: www.webdashboard.com 

[v-zhangti]

Hi, @chernandez 

1. Power BI Premium is a capacity-based license, while Power BI Pro and Premium Per User (PPU) are user-based licenses. The following table describes the Premium Per User (PPU) features against a Premium capacity:

With sharing, whether you share content inside or outside your organization, you need a Power BI Pro or Premium Per User (PPU) license. Your recipients also need Power BI Pro or Premium Per User (PPU) licenses, unless the content is in a Premium capacity.

2. Subscribe external users

You can subscribe external users to a report or dashboard if your report or dashboard is hosted in a Premium capacity.

• If you subscribe external users to a report or dashboard, they will receive a share notification immediately after you select Save and close in the subscription pane. This notification is sent only to external users, not internal users, because external users require an invitation link to view the report or dashboard.
• Premium Per User workspaces do not qualify as Premium capacity workspaces.
• Sharing content with a colleague outside of your domain does not require a Premium capacity. For example, if you are aaron@contoso.com, you can share with anyone@fabrikam.com, but you can't subscribe anyone@fabrikam.com, unless that content is hosted in a Premium capacity.
• External users can't subscribe themselves to reports or dashboards, even if they have been added as guest users.

You want to schedule the same reports with different data filter options for different email subscribers. You can try Share a filtered Power BI report - Power BI | Microsoft Docs.

For reference:

https://docs.microsoft.com/en-us/power-bi/consumer/end-user-subscribe?tabs=creator 

https://docs.microsoft.com/en-us/power-bi/enterprise/service-premium-faq 

https://docs.microsoft.com/en-us/power-bi/enterprise/service-premium-per-user-faq 

https://docs.microsoft.com/en-us/power-bi/enterprise/service-admin-azure-ad-b2b 

Best Regards,

Community Support Team _Charlotte

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[chernandez]

Hi,

Thanks for the detailed answer.

Let me try to explain my current issue...

When external users are accessing the reports we have shared they are able to see only the data we want when they access through their link, because we have established RLS for that dataset based on the username. That is working just fine...

However, when we use a scheduled report using the subscriber option they are getting all the data in that screenshot of the report(s) over that email. PowerBI is completeley ignoring the RLS we have in place when they access the " scheduled subscription screenshot email report". Is it because of we dont have BI premium capacity? Where can we restrict the data for that emailed report screenshot? Also, we would need to add several users to receive this scheduled emails with different data...and it won't let us add another user/subscription...I imagine this is also related to us needing the Premium per capacity?

Really apprecciate your feedback. Thanks!

[v-zhangti · Accepted solution]

Hi, @chernandez 

To answer your last question first, please read this sentence carefully.

With sharing, whether you share content inside or outside your organization, you need a Power BI Pro or Premium Per User (PPU) license. Your recipients also need Power BI Pro or Premium Per User (PPU) licenses, unless the content is in a Premium capacity.

You want to add different users to receive emails with different data, do these users have a Power BI Pro or Premium Per User (PPU) license? If not, then you need the content you share in Premium per capacity.

On the issue of subscribed content ignoring RLS. According to my research, when you use the Power BI report email subscriptions, if the dataset uses row-level security (RLS), you can create subscriptions for yourself and others. Those subscriptions will run using your security context.

Best Regards,

Community Support Team _Charlotte

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[chernandez]

Hi,

Thanks for your answer.

Yes, the external users have PowerBI Per User also. The user sharing/designing the reports has PowerBI Pro.

Where can we subscribe multiple emails for the multiple users to schedule the reports that will use the RLS? Can you share a guided process in order to accomplish it?

Thanks so much for your help!

[v-zhangti]

Hi, @chernandez 

You can subscribe for external users, not recommended to use with RLS. You can add the external user as Guest user and grant access to the corresponding report.

For reference:

https://docs.microsoft.com/en-us/power-bi/consumer/end-user-subscribe?tabs=creator 

https://docs.microsoft.com/en-us/power-bi/enterprise/service-admin-azure-ad-b2b 

https://community.powerbi.com/t5/Service/Email-Subscription-Premium-Capacity-External-Users-guests/m... 

Best Regards,

Community Support Team _Charlotte

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.