Need Help Automating Power BI Matrix Visual Data Sharing

[Manav-Shah]

Hi Everyone,

I recently encountered a challenge with sharing data from a Power BI matrix visual that contains more than 100 rows. I’m looking for a way to automatically share this data in table format—without manually exporting it to CSV or Excel each time.

Please note that I do not want the output in image or PDF format. The requirement is to share the actual tabular data in a usable and structured format, similar to what is shown in the Power BI visual.

For reference, I’ve attached an image of the matrix visual.

[v-kpoloju-msft]

Hi @Manav-Shah,
Thank you for reaching out to the Microsoft fabric community forum. I have identified few workarounds that may help resolve the issue. Please follow these steps:

You're correct. Power BI Paginated Reports are an excellent way to export matrix data in a structured format, as @saritasw, suggested. However, with a Power BI Pro license, that option is not available. Here are some alternatives that do not require a Premium license:

Export from Power BI Service: You or your report users can right-click the matrix visual in Power BI Service and select "Export data" to Excel or CSV. Although this is a manual process, it provides the structured table format you need.

Automate via Power Automate: Utilize Power Automate with Power BI REST API or Dataflows to extract data from your model and email it on a schedule. This requires some setup but is effective for recurring exports without needing Premium.

Use Excel’s Power BI Connector: In Excel, navigate to Data → Get Data → From Power BI, and connect directly to your dataset. You can refresh and share the Excel file regularly, eliminating the need for manual exports from Power BI.

Kindly refer to the below Official Microsoft links:
Export data from a Power BI visualization - Power BI | Microsoft Learn
Power BI REST APIs for embedded analytics and automation - Power BI REST API | Microsoft Learn
Create Excel workbooks with refreshable Power BI data - Power BI | Microsoft Learn

If this post helps, then please give us ‘Kudos’ and consider Accept it as a solution to help the other members find it more quickly.

Thank you for using Microsoft Community Forum.

[Manav-Shah]

Hi @v-kpoloju-msft,

Thank you for solution. But, I have apply vendors filter on this table matrix visual and I have more than 500 vendors. So, it's not easy for me to do manual dump in CSV or Excel format. Now, I got the clarity PPU licence must need for this.

Also, @saritasw thank you for giving the solution. 

[v-kpoloju-msft]

Hi @Manav-Shah,

Thank you for the follow-up. Given that your primary requirement is to automatically share matrix visual data in a structured format (excluding image or PDF) and you do not have a Premium license, here are your current options:

You can automate the export process using Power Automate along with Power BI REST API or Dataflows. This will enable you to extract and send tabular data (such as that in your matrix visual) on a scheduled basis, eliminating the need for manual exporting.

First, identify the table or measure that feeds your matrix visual in Power BI Desktop. Utilize Power BI Dataflows (or create a custom table if necessary) to store the summarized data behind your matrix.

Next, in Power Automate, set up a scheduled flow: Use the Power BI REST API or connect to the Dataflow. Retrieve the table data, export it to Excel or CSV format, and send it via email or upload to OneDrive/SharePoint.

If you are open to using Excel: Open Excel → Data → Get Data → From Power BI. Select your dataset and import the table used in the matrix. Format and share the Excel file, which can be refreshed on demand or upon opening, making sharing dynamic.

Please refer to the below documentation link:
Matrix visual format settings - Power BI | Microsoft Learn
Matrix visual considerations and limitations - Power BI | Microsoft Learn

Also can you please look into this solved solution which is related to the thread:
Solved: I want Export data of matrix visual in matrix for... - Microsoft Fabric Community

If this post helps, then please give us ‘Kudos’ and consider Accept it as a solution to help the other members find it more quickly.

Thank you again for reaching out to the Microsoft Community Forum.

[saritasw]

Hi @Manav-Shah ,

In my opinion, you can use Power BI paginated reports to output matrix visuals as structured tables and automate delivery via Power Automate.

***********************************************************************************************************************

If this solution worked for you, kindly mark it as Accept as Solution and feel free to give a Kudos, it would be much appreciated!

Thank you,
Sarita

[Manav-Shah]

Hi @saritasw,.

Yes, this solution requires a Power BI Premium license, but I have a Power BI Pro license, so it's not possible for me. Do you have any other solutions that helps me?