Subscribe to Report

o resolve issues with subscribing external client emails to your Power BI reports, here are some key points and steps you can follow:

Understanding Licensing Requirements

1. Power BI Pro License:

   • Internal Users: With a Power BI Pro license, you can share and subscribe to reports with other Power BI Pro users within your organization.

2. Power BI Premium License:

   • External Users: Subscribing external users (those outside your organization) to reports typically requires a Power BI Premium license. Premium offers broader capabilities, including the ability to share content and subscribe external users.

3. Power BI Premium Capacity:

   • Even if you're using Power BI Premium, ensure that your workspace is assigned to a Premium capacity, as this is necessary for external sharing and subscriptions.

Steps to Address Subscription Issues

1. Verify Licensing:

   • Confirm that your workspace is indeed assigned to a Premium capacity. If you are on a Fabric trial, make sure the trial provides the necessary Premium features and that your workspace is properly configured.

2. Check Subscription Permissions:

   • Ensure that the external clients you are trying to subscribe to the report have the appropriate permissions. They need to be either a member of the workspace or have access to the report through a shared app.

3. Set Up a Subscription:

   • Go to the report in Power BI Service.
   • Click on the ellipsis (...) or the “Subscribe” button.
   • Add the email addresses of the external clients.
   • Confirm and set the subscription frequency.

4. Check External Sharing Settings:

   • Verify that external sharing settings are properly configured in the Power BI Admin Portal. External sharing needs to be enabled for the subscription to work.

5. Test with a Premium Workspace:

   • Since you’re on a Fabric trial, ensure that you are testing with a workspace that is actually configured with Premium features. Sometimes, trial setups may not fully reflect Premium capabilities until you are on a paid plan.

Hi hectorahow 

As Shravan133  mentioned, purchasing Premium license is an excellent solution.

Regarding your mention of “our attempts to test it through the Fabric Trial have been unsuccessful”, this is because to subscribe reports for external users, the reports need to be hosted in a Premium capacity. Pro license start a trial is a PPU trial. Premium Per User workspaces don't qualify as Premium capacity workspaces. Please refer to this link: https://learn.microsoft.com/en-us/power-bi/collaborate-share/end-user-subscribe?tabs=creator#subscriptions-for-users-outside-your-organization

If you keep using the Pro license, you can achieve your goals by inviting external users to be guest users of your organization.
Here's a link for invite guest users approach: Distribute content to external guest users with Microsoft Entra B2B - Power BI | Microsoft Learn


Best Regards,
Jarvis Tang
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