How to set email alerts based on Power BI table columns

[dcheng029]

Hi all,

I am working with the below table on Power BI with an Excel data source (below screenshot replicates Power BI table but with dummy info for privacy).

My goal is to set up the Power BI report to send email alerts to the relevant 'manager' when the 'due date' is nearing or overdue (i.e. ID 1 and 2 should send overdue email alert and ID 3, 4 and 5 should send nearing due date in the next 14 days based on today's date of 04/11/2024). I have a separate data source that shows the manager's name and email details which I want the alerts to be sent too.

Is this possible? If so, appreciate some guidance on how to set up. Thanks in advance!

[Anonymous]

Hi,

Based on the description, The method provided by the Ritaf1983 should be helpful.

Creating the measure to filter the date. Then, set up a Power Automate Flow to add a condition.

DueDateAlert = 
IF(
    [Due Date] < TODAY(), 
    "Overdue", 
    IF(
        [Due Date] <= TODAY() + 14, 
        "Nearing Due Date", 
        "On Time"
    )
)

If you have solved the problem, please consider Accept it as the solution to help the other members find it more quickly.

Best Regards,

Wisdom Wu

[Uzi2019]

Hi @dcheng029 

Try below video which guides you how to set up a condiational email alert. It might work for your scenario.

https://www.youtube.com/watch?v=Htz08wAhZMs

https://www.youtube.com/watch?v=aMHUbxqyrwg

https://www.youtube.com/watch?v=Q64hFdbkGrE

https://www.youtube.com/watch?v=AroolNHeY8o&t=2s

I hope above videos would help you to solve your query.

I hope I answered your question!

[Ritaf1983 · Accepted solution]

Hi @dcheng029 

Power BI's native data alerts are limited to specific visualizations like cards, KPIs, and gauges, and do not support table visuals. For more information, refer to: https://learn.microsoft.com/en-us/power-bi/create-reports/service-set-data-alerts.

However, you can achieve your goal by integrating Power BI with Power Automate to create a flow that sends email alerts to the relevant managers when due dates are approaching or overdue. Here’s a basic guide on how to set this up:

Prepare Your Data:

Ensure your Power BI report includes the 'Due Date' and 'Manager Email' fields.
Create calculated columns or measures to determine if a task is overdue or within the next 14 days.
Set Up Power Automate Flow:

Add the Power Automate visual to your Power BI report.
Configure the visual to pass necessary data fields (e.g., 'ID', 'Due Date', 'Manager Email') to Power Automate.
In Power Automate, create a new flow that triggers when the visual is activated in Power BI.
Add conditions within the flow to check if the 'Due Date' is overdue or within the next 14 days.
Use the 'Send an email (V2)' action to send an alert email to the 'Manager Email' if the condition is met.
For a detailed step-by-step guide, refer to: https://blog.enterprisedna.co/send-emails-with-power-bi-power-automate-platform/

Additionally, watch this comprehensive videos tutorial that walks through setting up email alerts: https://www.youtube.com/watch?v=AroolNHeY8o

https://www.youtube.com/watch?v=WUSo5GLV6uk&t=1s

If this post helps, then please consider Accepting it as the solution to help the other members find it more quickly.

[FreemanZ]

hi @dcheng029 ,

check this:

https://learn.microsoft.com/en-us/power-bi/create-reports/service-set-data-alerts