Subscription send to approver only if needed.

[Anonymous]

Hi,

I am having 2 sheets (Approver and Settlement) in a report. The table (refer screenshot) has requestor names with requested amount and other details. And I am having a Approver filter who should approve the pending requests. Both Approver and requestor details are from same table.

Now I want to send subscription to the approvers only if they are having any requests to be approved. If not, do not send the mail. If the approver is having pending in only one scenario (either approver or settlement) then details of that sheet should only be send. If present in both sheet, then both sheet details should be send to the approver.

Any help is appreciated.

Thanks in advance.

[johnbasha33]

@Anonymous 

To achieve your requirement of sending subscription emails only to the approvers who have pending requests to be approved, and to include details from either the Approver sheet, the Settlement sheet, or both depending on the scenario, you can follow these steps:

1. **Data Modeling**: Ensure that your data model is set up correctly, with relationships established between the Approver sheet and the Settlement sheet based on common fields such as Requestor Name.

2. **Create Measures**: Create measures to calculate the count of pending requests for each Approver in both the Approver sheet and the Settlement sheet. These measures will be used to determine whether to send the email or not.

3. **Conditional Logic**: Write DAX expressions or use Power Query to create calculated columns or measures that determine whether an Approver has pending requests in either sheet or both sheets.

4. **Subscription Setup**: Set up your subscription in Power BI to send emails based on the calculated conditions. You can use Power Automate (formerly Microsoft Flow) to add additional logic if needed.

5. **Test and Validate**: Test your solution thoroughly to ensure that emails are sent only to the appropriate Approvers with pending requests, and that the correct details from the Approver and/or Settlement sheets are included in the emails.

Here's a general outline of the steps you can take. Depending on your specific data structure and requirements, the implementation details may vary. If you need assistance with writing specific DAX expressions or Power Query transformations, feel free to provide more details about your data model and I can provide further guidance.

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