Forum Discussion
Community ChampionSubscriptions now coming "from" subscription owner
According to this article
https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-troubleshoot-subscribe
Microsoft has made the unilateral decision (and apparently without a proactive announcement) to have email subscriptions come from the creator/owner of the subscription instead of a generic Power BI email address, if the creator/owner uses Exchange Online. This is causing all kinds of headaches in my organization, because I personally set up many subscriptions on behalf of others, and now not only are they being received with a different sender, all of the individual emails are showing up in my Sent Items folder. The emails also now bypass out email security systems that all external emails go through.
Has anybody figured out a way to reverse the changes or otherwise perform a workaround (setting the owner of a subscription to a generic or service user, etc.) ?
Thanks
David
2 Replies
Commenting, because this was just an absolutely terrible move by Microsoft. Now creators are going to be inundated with out-of-office replies and responses. PowerBI subscriptions now appear to be user-sent, and not system-based.
jubinsoniSkilled Sharer
Hi dedelman_clng,
I have not seen a switch to turn the new sender behaviour off, so the workarounds I know of are all about who owns the subscriptions and how Exchange treats the messages. In case it helps your rollback plan:
1. Move subscriptions to a dedicated owner account. Create a licensed service user (for example bi-reports@yourorg) with an Exchange Online mailbox, give it access to the reports, and recreate (or take over, where your admin role allows editing others' subscriptions) the subscriptions under that account. Recipients then see one consistent sender, and the Sent Items clutter lands in that mailbox instead of yours. An inventory helps decide which to move first:
GET https://api.powerbi.com/v1.0/myorg/admin/users/{yourUserId}/subscriptions -> lists subscriptions you own (needs Fabric admin rights) -> export to CSV: report, recipients, schedule, then recreate under the service account2. Keep the Sent Items under control on that account with a mailbox rule or a retention policy on Sent Items, since every subscription email is now a sent message.
3. Route them through your security stack again. Because they are now internal messages sent from Exchange Online, they no longer pass the inbound gateway path. Your Exchange admin can add a mail flow (transport) rule for "sent by bi-reports@yourorg" to apply the same disclaimer, journaling or routing via your outbound/inspection connector.
Please double-check the docs page you linked for any opt-out that appears later, since this behaviour is new and may still be changing.
So my overall approach would be:
Inventory subscriptions you own (admin API) -> Recreate them under a dedicated licensed service account -> Retention/rule on that account's Sent Items -> Exchange mail flow rule to restore security scanning/routingAI-assisted drafting: AI was used to help structure and phrase this response. I reviewed and validated the technical content before posting.
