Exporting a PBI report in PDF format and distributing it via email in an automatic manner

[Anonymous]

Hi,

I need to export a PBI report in PDF format and distribute it via email in an automatic manner.

In order to accomplish a such task do I can use only Power Automate?

If so, which Power BI Premium license do I need? Per user o per capacity?

Many thanks

[KiranHosakote]

Hi @Anonymous ,

You can do this using a single Power BI Pro license, either with Power Automate or without, depending on whether your filter / slicer values need to be applied dynamically at runtime or they are static. See these two articles for details. 

https://medium.com/bi-helper/burst-your-power-bi-reports-838ab593f7bc

https://medium.com/bi-helper/automated-distribution-of-power-bi-reports-and-dashboards-25fde6c68af0

[Burningsuit]

Hi @Anonymous 

You can set up a Subscription that attaches the full report as a PDF if that report is on a Premium Per User or Premium Capacity workspace.

See Email subscriptions for Power BI reports and dashboards - Power BI | Microsoft Docs

With a outlook email rule that can then be forwarded on to others...

You can also do this with Power Automate, again the report needs to be hosted on a Premium Per User or Premium Capacity workspace.

See Export and email a report with Power Automate - Power BI | Microsoft Docs

Hope this helps

Stuart

[Anonymous]

Hi Stuart, thanks for your reply.

It isn't more clear if for using Power Automate it is enough a Premium Per User workspace:

"At least one workspace in your Power BI tenant backed by a reserved capacity. This capacity can be any of the A1/EM1 - A6/P3 SKUs"

Moreover, reading the limitations in this link "The Export Power BI report to file REST API isn't supported for PPU".

Which is the difference between using Power Automate and using email subscriptions?

Many thanks

[v-kkf-msft]

Hi @Anonymous ,

Based on my testing, only Premium capacity is available to create report attachments, which are not supported by PPU licenses.

With Power Automate subscriptions, compared to using Service subscriptions:

1. There are more options for the time of sending emails.
2. You can specify specific bookmarks to be displayed.
3. Specify additional parameters for reports.
4. Customize the email content.
5. Forward the email to other users who do not have a power bi account.

For more information, please refer to: 

Full report attachment for subscriptions for Power BI Premium reports now available 

Export and email a Power BI report with Power Automate 

If the problem is still not resolved, please provide detailed error information or the expected result you expect. Let me know immediately, looking forward to your reply.
Best Regards,
Winniz
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

Hi @v-kkf-msft ,

finally in order to export a PBI report in PDF format and distribute it via email by email subscription or Power Automate I need to have a Premium capacity, isn't it?

Thanks

[v-kkf-msft · Accepted solution]

Hi @Anonymous ,

Yes, in Service the PPU license can subscribe the full report attachment.

However, for Power automate, premium capacity is necessary. This capacity can be any of the A1/EM1 - A6/P3 SKUs.

If the problem is still not resolved, please provide detailed error information or the expected result you expect. Let me know immediately, looking forward to your reply.
Best Regards,
Winniz
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

Hi @v-kkf-msft 

it is important to know if I need to use only the Premium capacity in order to solve this issue. Premium capacity has a different cost than PPU.

Thanks