Forum Discussion
Dynamic Subscription for a power bi report with multiple recipients
Is there a way to create a Dynamic Subscription for a power bi report with multiple recipients?
Right now this is my email list table that is sending out subscriptions. I have a separate subscription for Administrators and Managers. Instead of sending out 6 emails, I want to consolidate it so PBI only sends out 3 emails. Is there a way this can be done within the dynamic subscription?
Current
| Location | Admin | Manager |
| Chicago | [email protected] | [email protected] |
| Seattle | [email protected] | [email protected] |
| New York | [email protected] | [email protected] |
Proposed
| Location | Email List |
| Chicago | [email protected]; [email protected] |
| Seattle | [email protected]; [email protected] |
| New York | [email protected]; [email protected] |
Hi jnguyen21
Yes, this can be done by restructuring your data and leveraging the Dynamic Subscription (Per Recipient) feature in the Power BI Service (Premium workspace). Here's how to achieve your goal of sending one email per location with multiple recipients.
First Set Up Dynamic Subscription with Multiple Recipients per Location,
- Restructure your email mapping table. Update your source table (used in the report) to the proposed format.
Location
Email List
Chicago
Seattle
New York
Use semicolon ; to separate multiple email addresses in the Email List column. This is the supported delimiter for Power BI email subscriptions.
- Configure Your Power BI Report. Make sure your report has a slicer or parameter that filters based on Location, which will control what each recipient sees.
- Publish Report to Power BI Service (Premium workspace required), dynamic subscriptions only work in Premium or PPU workspaces.
- Create a Dynamic Subscription (Per Recipient)
- Go to the published report.
- Click on “Subscribe” > “Create dynamic per recipient subscription”.
- Select the email list column (e.g., Email List) as the recipient field.
- Select Location as the parameter or slicer field that filters the report.
- Power BI will now send one email per row, filtered by Location, and CC'd to all emails listed in that row.
Remember Emails must be separated by ; commas or line breaks won’t work. All emails must belong to Power BI licensed users in your tenant. If using RLS, make sure it’s applied correctly per Location.
look Instead of 6 separate emails, Power BI sends 3 emails (one per location). Each email goes to both Admin and Manager recipients together, filtered by that specific location’s data.
________________________________________________________________________________________________________________________If this response helps, consider marking it as “Accept as solution” and giving a “kudos” to assist other community members.
Thank's,
Akhil.
6 Replies
You need to send 6. Unless you want to play with power automate
Hi jnguyen21
Yes, this can be done by restructuring your data and leveraging the Dynamic Subscription (Per Recipient) feature in the Power BI Service (Premium workspace). Here's how to achieve your goal of sending one email per location with multiple recipients.
First Set Up Dynamic Subscription with Multiple Recipients per Location,
- Restructure your email mapping table. Update your source table (used in the report) to the proposed format.
Location
Email List
Chicago
Seattle
New York
Use semicolon ; to separate multiple email addresses in the Email List column. This is the supported delimiter for Power BI email subscriptions.
- Configure Your Power BI Report. Make sure your report has a slicer or parameter that filters based on Location, which will control what each recipient sees.
- Publish Report to Power BI Service (Premium workspace required), dynamic subscriptions only work in Premium or PPU workspaces.
- Create a Dynamic Subscription (Per Recipient)
- Go to the published report.
- Click on “Subscribe” > “Create dynamic per recipient subscription”.
- Select the email list column (e.g., Email List) as the recipient field.
- Select Location as the parameter or slicer field that filters the report.
- Power BI will now send one email per row, filtered by Location, and CC'd to all emails listed in that row.
Remember Emails must be separated by ; commas or line breaks won’t work. All emails must belong to Power BI licensed users in your tenant. If using RLS, make sure it’s applied correctly per Location.
look Instead of 6 separate emails, Power BI sends 3 emails (one per location). Each email goes to both Admin and Manager recipients together, filtered by that specific location’s data.
________________________________________________________________________________________________________________________If this response helps, consider marking it as “Accept as solution” and giving a “kudos” to assist other community members.
Thank's,
Akhil.Hi jnguyen21 ,
Just checking in were you able to set up the dynamic per recipient subscription using the format I shared?
Let me know if the email delivery is working as expected (i.e., one email per location with all relevant recipients CC’d). If you're still seeing separate emails per recipient or if there's any issue with the filtering or email list, I’d be happy to help troubleshoot further. Also, if you're working with RLS, ensure it's aligned with your location-based filtering logic sometimes mismatches there can cause unexpected results.
Looking forward to hearing how it went.
Regards,
Akhil.Hi jnguyen21 ,
Just following up once more were you able to finalize the dynamic subscription setup? Let me know if everything’s working smoothly or if you need any further help.
Regards,
Akhil.jnguyen21 Hey,
Creating a dynamic subscription in Power BI that consolidates multiple recipients into fewer emails can be done by using mail distribution lists or by managing the subscription settings effectively if supported by your organization's email service. Here are some suggestions to achieve this:
I will Use Distribution Lists:
Set up email groups in your corporate email system where each group includes the emails for Admins and Managers of a specific location. For example, create a group like [email protected] which includes [email protected] and [email protected].Use Distribution Lists in Power BI to create subscription on Power BI service: When setting up your Power BI subscription, instead of individual email addresses, use the distribution list address for recipients.
Thanks
Harish MKindly accept this as a solution if it resolves your problem, and please consider giving kudos to the post as well.
Hi jnguyen21 ,
Since we haven’t heard back from you, we’ll proceed to close this thread for now. If you continue to experience issues or have any additional questions, feel free to start a new thread in the Microsoft Fabric Community Forum. We’re always here to help and happy to support you.
Regards,
Akhil.
