Increase in File size of report while exporting as PDF

[happy30]

Hi Team,

I am trying to export PDF report from Power BI using power automate flow and the file size of one report is very large, reaches upto 300 kb. Earlier it was around 120 kb with same visuals. How can we reduce the size of visuals, so file size of report can be reduced ?

Thanks

[rajendraongole1 · Accepted solution]

Hi @happy30 -When exporting a Power BI report as a PDF through Power Automate, an increase in file size can happen due to various factors, such as the complexity of visuals, the resolution of images, or changes in the Power BI service itself. If possible, minimize the number of visuals on each page.

The more visuals you have, the larger the file size will be. 

Simplify Visuals: Opt for simpler visuals with fewer data points or details. Complex visuals like detailed maps or charts with many data points can significantly increase file size.If your report contains images (e.g., logos, backgrounds), ensure they are compressed before being added to the report.

Avoid High-Resolution Images: Use lower-resolution images that are still clear enough for your needs.

Review the datasets feeding into your report. Simplifying or aggregating data can reduce the size and complexity of the visuals.

you should be able to reduce the file size of your Power BI report when exporting it as a PDF via Power Automate.

Hope this helps.

[grazitti_sapna · Accepted solution]

Hi @happy30,

If the file size has increased significantly without changes to the visuals, a few factors might be causing this:

1. Review any recent updates or changes in Power BI settings or the Power Automate flow that might have altered the export process, particularly related to export quality or DPI settings.
2. Even if the visuals are unchanged, an increase in underlying data could lead to a more complex rendering process. Consider filtering or summarizing the data more aggressively to reduce file size.
3. Power BI may sometimes cache visuals or retain background elements during export. Rebuilding the report or clearing cached data could help reset these processes.
4. Embedded fonts or metadata within the PDF can contribute to an increased file size. Please check Power Automate for options to minimize embedded content or clean up metadata.
5. Small changes in report themes, backgrounds, or layers may have inadvertently contributed to the larger file size. A review of any recent modifications might be necessary.
6. If the Power Automate flow has been updated, it could be exporting the report at a higher quality or with additional content. Reviewing the flow settings for recent changes could identify the cause.

Additionally, I recommend the following steps to further mitigate the issue:

1. Optimize or compress any images used within the report, as larger images can significantly increase file size.
2. Remove any hidden visuals, unused pages, or redundant elements that might be unnecessarily included in the export.
3. Consider using a PDF optimization tool after export to compress the file further, reducing size by minimizing image quality or removing unnecessary metadata.
4. Manually exporting the report directly from Power BI could provide a comparison in file sizes, helping to determine if the issue lies specifically with the Power Automate export process.

Implementing these suggestions should help reduce the file size of your PDF reports.

Thank You

[happy30]

Hi,

Thank you so much for suggesting couple of options. Can you please elaborate on how can we minimize embedded content or clean up metadata using power automate ?

[rajendraongole1 · Accepted solution]

Hi @happy30 -When exporting a Power BI report as a PDF through Power Automate, an increase in file size can happen due to various factors, such as the complexity of visuals, the resolution of images, or changes in the Power BI service itself. If possible, minimize the number of visuals on each page.

The more visuals you have, the larger the file size will be. 

Simplify Visuals: Opt for simpler visuals with fewer data points or details. Complex visuals like detailed maps or charts with many data points can significantly increase file size.If your report contains images (e.g., logos, backgrounds), ensure they are compressed before being added to the report.

Avoid High-Resolution Images: Use lower-resolution images that are still clear enough for your needs.

Review the datasets feeding into your report. Simplifying or aggregating data can reduce the size and complexity of the visuals.

you should be able to reduce the file size of your Power BI report when exporting it as a PDF via Power Automate.

Hope this helps.