Automatically put exported Paginated reports at certain location

[powerbiexpert22]

can it be possible to automatically export either single or multiple Paginated reports in pdf or excel format and store it at certain centralized location such as sharepoint folder or FTP etc?

[grazitti_sapna · Accepted solution]

Hi   @powerbiexpert22 

Yes, it is possible to automatically export Paginated Reports from Power BI to PDF or Excel and save them to a centralized location such as SharePoint or an FTP server.

Automate Export with Power Automate

• You can integrate Power BI with Power Automate (Microsoft Flow) to automate the export and file storage:

  • Trigger:Use a scheduled Power Automate flow to trigger report export or wait for an email with the report attachment.

  • Export:Use the Power BI API or Paginated Report Export APIs to export reports programmatically in desired formats.
  • Save: Use Power Automate connectors to save the exported files to SharePoint document libraries, OneDrive, or FTP servers.
  • Repeat: Automate for multiple reports or export types.

This approach requires:

• Power BI Premium or Embedded capacity (to access Export APIs and Paginated Report features)
  
• Appropriate Power Automate licenses
• Setting up Power Automate flows for export and file placement

Follow the below steps:

1. Publish Paginated Report

   1. Ensure your Paginated Report is published to a Power BI workspace with Premium capacity.

2. Create Power Automate Flow
   1. Log in to Power Automate (flow.microsoft.com).
   2. Start with a template or create a new automated flow with a schedule trigger (e.g., daily or weekly).
3. Add Power BI Export Action
   • Use the Export To File for Paginated Reports action in Power Automate.
   • Select your workspace and specific Paginated Report.
   • Choose export format (PDF, Excel, etc.).
   • Specify report parameters if needed.
4. Save Exported File to Destination
   • Add an action to save the exported file output to your chosen location:
     • SharePoint: Use "Create file" action to save into a Document Library or folder.
     • FTP: Use FTP connectors to upload your file.
     • OneDrive or Other Storage: Use corresponding connectors.
5. Configure File Naming
   • Use dynamic content like timestamps or unique IDs for file names to avoid overwriting.
6. Test and Schedule
   • Test your flow to verify that exports run correctly and files are stored in the correct location.
   • Set the flow to run on the desired schedule.
     
     

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[v-agajavelly]

Hi @powerbiexpert22 ,

I hope the response provided helped in resolving the issue. If you still have any questions, please let us know we are happy to address.

Regards,
Akhil.

[v-agajavelly]

Hi @powerbiexpert22 ,

Circling back  did you get a chance to test any of the export options yet? If one of them worked out, it’d be great if you could share which approach you went with so others can benefit too. And if you’re still running into hurdles, let us know where it’s getting stuck and we can dig in further together.

Regards,
Akhil.

[v-agajavelly]

Hi @powerbiexpert22 ,

Just checking in were you able to try out any of the export options shared by the super users? Starting with the Power Automate method is usually the quickest win, but we’d love to hear which route you went with and if it worked smoothly for your scenario.

Regards,
Akhil.

[v-agajavelly]

Hi @powerbiexpert22 ,

Thanks to the @jaineshp , @grazitti_sapna , @KNP  and  @Shahid12523  for sharing the detailed solutions. These approaches should fully meet your requirement of exporting paginated reports and storing them in a centralized location such as SharePoint, OneDrive, or FTP. Did you get a chance to try any of them yet? If yes, would be great to hear how it worked out. If not, you can start with the Power Automate method since it’s flexible and widely used. In case you run into any challenges while setting this up, please share the details so we can guide you further.

Regards,
Akhil.

[Shahid12523]

Yes, it’s possible

Power BI Report Server / SSRS → Use File Share Subscriptions to auto-export (PDF/Excel) to a network folder, then sync/move to SharePoint or FTP.
Power BI Service (Premium) → Use Power Automate or REST API to export paginated reports on a schedule and save directly to SharePoint / OneDrive / FTP.

Best option: Power Automate for direct export & storage.

[KNP · Accepted solution]

@powerbiexpert22 - if you have a Fabric or Premium capacity (including PPU), the subscriptions can be saved directly to SharePoint or OneDrive.

If only Pro licenses are available. Use PowerAutomate. See @jaineshp's reply below.

[grazitti_sapna · Accepted solution]

Hi   @powerbiexpert22 

Yes, it is possible to automatically export Paginated Reports from Power BI to PDF or Excel and save them to a centralized location such as SharePoint or an FTP server.

Automate Export with Power Automate

• You can integrate Power BI with Power Automate (Microsoft Flow) to automate the export and file storage:

  • Trigger:Use a scheduled Power Automate flow to trigger report export or wait for an email with the report attachment.

  • Export:Use the Power BI API or Paginated Report Export APIs to export reports programmatically in desired formats.
  • Save: Use Power Automate connectors to save the exported files to SharePoint document libraries, OneDrive, or FTP servers.
  • Repeat: Automate for multiple reports or export types.

This approach requires:

• Power BI Premium or Embedded capacity (to access Export APIs and Paginated Report features)
  
• Appropriate Power Automate licenses
• Setting up Power Automate flows for export and file placement

Follow the below steps:

1. Publish Paginated Report

   1. Ensure your Paginated Report is published to a Power BI workspace with Premium capacity.

2. Create Power Automate Flow
   1. Log in to Power Automate (flow.microsoft.com).
   2. Start with a template or create a new automated flow with a schedule trigger (e.g., daily or weekly).
3. Add Power BI Export Action
   • Use the Export To File for Paginated Reports action in Power Automate.
   • Select your workspace and specific Paginated Report.
   • Choose export format (PDF, Excel, etc.).
   • Specify report parameters if needed.
4. Save Exported File to Destination
   • Add an action to save the exported file output to your chosen location:
     • SharePoint: Use "Create file" action to save into a Document Library or folder.
     • FTP: Use FTP connectors to upload your file.
     • OneDrive or Other Storage: Use corresponding connectors.
5. Configure File Naming
   • Use dynamic content like timestamps or unique IDs for file names to avoid overwriting.
6. Test and Schedule
   • Test your flow to verify that exports run correctly and files are stored in the correct location.
   • Set the flow to run on the desired schedule.
     
     

🌟 I hope this solution helps you unlock your Power BI potential! If you found it helpful, click 'Mark as Solution' to guide others toward the answers they need.

💡 Love the effort? Drop the kudos! Your appreciation fuels community spirit and innovation.

🎖 As a proud SuperUser and Microsoft Partner, we’re here to empower your data journey and the Power BI Community at large.

🔗 Curious to explore more? [Discover here].

Let’s keep building smarter solutions together!