How to automate email with a key metric from report to stakeholders

[BenBlackswan]

Hi everyone, 

Every Friday I have to go to a report and get a metric from that report, then I have to send out an email to a bunch of stakeholders with a key metric and link to the report in the email like this 

" there is current xx numbers of something, link to this report is here.."

Is there a way to automate this email? I currently do not have access to Power Automate in my workplace.

Thank you.

[Anonymous · Accepted solution]

Hi, @BenBlackswan 

If you're using Power BI, you can take advantage of the subscription feature of the Power BI service to schedule and send reports. While this doesn't allow for custom messages with specific metrics, it does enable you to automatically send a link to your report. You can find more information about setting up your subscription here:

Email subscriptions for reports and dashboards in the Power BI service - Power BI | Microsoft Learn

For a more customized solution, you can use PowerShell scripts with the Power BI API to pull specific metrics from a report and then send an email using SMTP. This requires some scripting knowledge and setup. 

If your data is also available in Excel, you can use Excel's VBA script to automatically extract metrics and send emails. This method will involve writing a VBA script that extracts the necessary data and sends emails using Outlook. You can check the following link:

Outlook Visual Basic for Applications (VBA) reference | Microsoft Learn

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Best Regards

Yongkang Hua

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