How to Automatically Send Power BI Reports or Notifications on a Regular Basis

[Lora_0121]

Hello,

If there is a specific metric called “Sales Amount” in Power BI, is there a way to automatically send a notification — such as an email or Teams message — that includes the related graph or Power BI page to specific people on a regular basis?

Thank you in advance for your help.

[Poojara_D12]

Hi @Lora_0121 

Yes, Power BI provides several ways to automatically notify people about key metrics like “Sales Amount,” along with visuals or report pages. The most common method is through subscriptions in the Power BI Service — you can schedule an email (daily, weekly, or hourly for Premium capacities) that includes either a snapshot image of the visual or the full report page. Recipients can click the link in the email to open the live report. For more advanced automation, you can set up Power Automate flows using the Power BI connector — for example, the flow can trigger when the “Sales Amount” metric exceeds a threshold or when a data refresh completes, and then send a customized email or Teams message with the chart or report link attached. If you need to include an actual image of a visual or page, Power Automate can use the “Export to File for Power BI Reports” action to capture and embed it in the message. In short, Power BI’s built-in subscriptions are simplest for scheduled summaries, while Power Automate gives you flexibility to send targeted, condition-based alerts and visuals automatically.

[v-karpurapud]

Hi @Lora_0121 

We have not received a response from you regarding the query and were following up to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions.

Thank You.

[v-karpurapud]

Hi @Lora_0121 

Thanks for reaching out to the Microsoft fabric community forum. 

I would also take a moment to thank  @Cookistador  and @tolgagumuscu  for actively participating in the community forum and for the solutions you’ve been sharing in the community forum. Your contributions make a real difference.

I hope the below details help you fix the issue. If you still have any questions or need more help, feel free to reach out. We’re always here to support you 

Best Regards, 
Community Support Team  

[tolgagumuscu]

In my opinion rather than using Power Automate or Apps, using subscription might be the best approach. I am sending scheduled reports to tens of recipients. Its very easy to use, also you can have Copilot summary about your report, so I am not writing anything the AI writes and summarizes everthing for me for my daily report. Also you can open subscriptions for Teams message or mail you can decide what to do.

[tolgagumuscu]

BTW I forgot to mention but you can decide what to send as a report like an image or just pdf, fully customizable

[Cookistador]

If you are using Microsoft Fabric, yes

You need to use data activator with a Power automate action to send an extract of the report

Without Fabric, you can maybe set up  an alert in a dashboard, and in Power automate used the trigger:

When a data driven alert is triggered (I don't know if this approach is still supported)

[Lora_0121]

@Cookistador 
Could you please share any reference documentation on how to set it up?
Also, is a license required to use this feature?

[Cookistador]

If you do not have fabric licence, you can use the approach with Power BI services alert

You have to create a dashboard with the KPIs you need to monitor

you can find some documentation under the following link:

https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-flow-integration

(If you need more support, do not hesistate to ask)

I just had a quick look and you do not need a specific power automate licence to use this connector, so it should work