Need Help: Dynamically Capture Report Metadata from Power BI Button and Email via Power Automate

[Kiran_S_S]

Hi Experts,

I’m working on a Power BI + Power Automate integration and need some guidance to complete an automation flow.
 

📌 Use Case:
- I have a Power BI report ublished in the XYZ  workspace in Import mode.
- I’ve added a Power Automate button to the report.
- When the user clicks the button, I want to prompt them to enter:
  - Report Name
  - Workspace Name
  - Environment (e.g., Dev/UAT/Prod)
 

🧠 Objective:
Once the user submits these inputs, I want to:
1. Filter a semantic model table (in the same dataset) using these inputs.
2. Retrieve the associated **Report ID** and **Workspace ID** from that table.
3. Send an Outlook email containing all this metadata.
 
 Questions:
- What is the best way to capture dynamic user input through the Power BI button and pass it into Power Automate?
- How can I filter a semantic model table in the flow based on these inputs?
- What's the most reliable way to send those values via email using Power Automate?

Any sample flows, DAX tips, or pattern recommendations would be a big help!

Thanks so much 🙏  

[v-kpoloju-msft · Accepted solution]

Hi @Kiran_S_S,
Thank you for reaching out to the Microsoft fabric community forum. Also, thanks to @SamWiseOwl, for those inputs on this thread.

Thanks for sharing the detailed scenario you can achieve this integration using the Power Automate visual in Power BI to pass parameters directly into your flow, filter your semantic model, and then send an email.

Capture user input from the Power BI button: Use the Power Automate for Power BI (Preview) visual in your report. Add the required fields (Report Name, Workspace Name, Environment) to the visual’s data fields. When the user clicks the button, these fields will be passed to your flow as parameters. Integrate Power BI data alerts with Power Automate - Power BI | Microsoft Learn
Export and email a report with Power Automate - Power BI | Microsoft Learn

Filter your semantic model table in Power Automate: If your table is in Dataverse or another connector that supports filtering, you can use OData Filter Query to retrieve the matching Report ID and Workspace ID. Use lists of rows in flows - Power Automate | Microsoft Learn

Send metadata via Outlook email: Use the Send an email (V2) action in Power Automate, and insert the dynamic content (Report Name, Workspace Name, Environment, Report ID, Workspace ID) into the body. Overview of using Outlook and Power Automate - Power Automate | Microsoft Learn
Create a Power Automate visual for Power BI - Power BI | Microsoft Learn

Hope this helps clarify things and let me know what you find after giving these steps a try happy to help you investigate this further.

Thank you for using the Microsoft Community Forum.

[v-kpoloju-msft]

Hi @Kiran_S_S,

Just checking in to see if the issue has been resolved on your end. If the earlier suggestions helped, that’s great to hear! And if you’re still facing challenges, feel free to share more details happy to assist further.

Thank you.

[v-kpoloju-msft]

Hi @Kiran_S_S,

Hope you had a chance to try out the solution shared earlier. Let us know if anything needs further clarification or if there's an update from your side always here to help.

Thank you.

[v-kpoloju-msft]

Hi @Kiran_S_S,

Just wanted to follow up one last time. If the shared guidance worked for you, that’s wonderful hopefully it also helps others looking for similar answers. If there’s anything else you'd like to explore or clarify, don’t hesitate to reach out.

Thank you.

[SamWiseOwl]

Hi @Kiran_S_S 

You could use PowerApps or Transytical flows to ask questions.

Both are quite involved and need multiple liscence assignments.

Could you create measures that contain that information in each report.
Report Name = "This report"

 Workspace = "Sales"
 Environment = "Dev"

Pass these to your Power Automate button and then using logic in the flow assign them:

https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-automate-power-bi-report-export