Automate delivery of snapshots of reports to recipients based on Job level in Power BI

[yhv]

Hi ,

Can we include organization dynamic rls/dynamic RLS with Hierrarchy in dynamic subcription. For Example, one employee can get only his data in an email and For manager, He should receive the data of all emplyees under him.
Can we do that using dynamic subscription or Is there any other functionality in power BI to automate delivery of snapshots of reports to recipients?

[Poojara_D12]

Hi @yhv 

You cannot use Dynamic RLS directly in Power BI subscriptions to automate personalized reports for users based on their role or hierarchy.

However, you can achieve this by:

1. RLS with Hierarchy: Set up Row-Level Security (RLS) based on user roles (e.g., employee, manager) and apply dynamic filtering.
2. Power BI Service: Use Subscriptions to automate report delivery but ensure users see only their relevant data based on RLS.
3. Power Automate: For more advanced scenarios (e.g., managers receiving reports for their team), use Power Automate to trigger emails with report snapshots based on RLS or other conditions.

Subscriptions are limited to static RLS roles, while Power Automate allows greater flexibility for dynamic delivery.

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Kind Regards,
Poojara
Data Analyst | MSBI Developer | Power BI Consultant
YouTube: https://youtube.com/@biconcepts?si=04iw9SYI2HN80HKS

[yhv]

Hi Poojara

" Use Subscriptions to automate report delivery but ensure users see only their relevant data based on RLS."

This is what I would like to know. I created RLS based on GEO and Email IDs of Employees and their managers. In Dynamic Subscription,I can add Geo as filter but How to provide Organization hierrarchy IDs in the subscription window.

[rajendraongole1 · Accepted solution]

Hi @yhv - Yes, it is possible to implement dynamic Row-Level Security (RLS) with hierarchy-based access and use Power BI features to automate the delivery of snapshots of reports tailored to individual users.

Feature	Dynamic RLS with Hierarchy	Power Automate	Paginated Reports
RLS Enforcement	Yes	Yes	Yes
Automation of Snapshots	No	Yes	Yes
Hierarchical Access	Yes	Yes	Yes
Licenses Needed	Power BI Pro/PPU	Power Automate Premium	Power BI Premium
Snapshot Format	Not Applicable	PDF, Excel	PDF, Excel

Suggestions:

For fully automated and parameterized snapshot delivery, Paginated Reports with Power BI Premium is the most efficient option.

or

If you have Power BI Pro or PPU, Power Automate can work, but setup requires careful planning for managing filtered exports.