Automatically Convert PowerBI file to PDF with Pro License

[analyticsrookie]

Hi everyone, I have a Pro license in my organization. Without upgrading to a Premium license, is there a way to automate the process of converting my Power BI files to PDFs using Power Automate or Python? Currently, I open my file, press Ctrl+P, and save it as a PDF manually. I’m looking for an easier solution. All the posts I found online use a Premium license. I need a solution for this.

[v-xiaocliu-msft · Accepted solution]

Hi @analyticsrookie ,

Please try report Subscription and Flow.

Reports under the pro license can only be exported as image previews instead of PDF.

So we can use flow to convert images into pdf.

Sample:

If you have 2 pages in the report, then you need to create two subscriptions. The first subscription is for previewing the first page and the second subscription is for previewing the second page.

Best Regards,

Wearsky

[v-xiaocliu-msft]

Hi @analyticsrookie ,

In fact, calling action in power automate is the process of calling power bi api.

At my knowledge, It's a limitation.

https://learn.microsoft.com/en-us/power-bi/developer/embedded/export-to#license-requirements

Best Regards,

Wearsky

[analyticsrookie]

So I cannot automate the conversion to a PDF file from my local with a Pro License right?

[divyed]

Hello @analyticsrookie ,

Yes, It can be done using power automate(with pro ) and python.

A) Using Power Automate :

    1. Open Power Automate and create a new scheduled or instant flow.

     2.Use the "Power BI - Export to File for Power BI Reports" action.

    3. Choose the workspace, report, and page you want to export.

    4. For file format, select PDF.

    5.Add a step to save the file to OneDrive, SharePoint, or send via email.

your flow will look like 

Make sure to set proper connections and parameters along with schedule:

This will work only in Power BI Service not in desktop

Using Python

You can write custom python code to achieve the same 

I hope this helps .

Did I answer your query ? Please merk this as solution . Appreciate your Kudos 🙂

Cheers

[analyticsrookie]

I actually tried this and got the below mentioned error

I think we might need premium for it

[Kaviraj11]

Hi,

With Pro License, yo can subscribe to the report and you will get a pdf in the email. Would that work for you?

Email subscriptions for reports and dashboards in the Power BI service - Power BI | Microsoft Learn

[analyticsrookie]

My DAX codes in the Power BI files change frequently, and publishing them takes a lot of time because I have to follow my company's protocols. Is there a way to automate the PDF conversion process from my local or personal workspace?

[FarhanJeelani]

Yes, you can automate the PDF conversion process from your local or personal workspace using Power BI’s Power Automate integration or by leveraging Power BI Report Builder and scheduled tasks. Here’s an approach that could work well for you:

1. Using Power Automate Desktop:

- Set up a Power Automate flow** that triggers at specified intervals or based on a file update.
- In the flow, use **Power BI Desktop** to refresh the data and export it to PDF.
- After the export, the flow can save the PDF to a designated folder or email it to relevant recipients.

2. Power BI Report Builder and Task Scheduler (Offline Process):

- Design the report in **Power BI Report Builder**, which is ideal for paginated reports and offers a straightforward export to PDF.
- Set up a Windows Task Scheduler job to open the PBIX file, refresh it, and export it to PDF.
- PowerShell scripts or Python scripts can automate this process further, especially if your data refresh requirements are minimal.

3. Power BI Service Options for Local Workspaces:

If you’re using **Power BI Service**, you can also automate the process using Power Automate by connecting your personal workspace to create and export reports to PDF.

[Kaviraj11]

Yes, you can subscribe the reports in your own (my workspace)