How to email file of changes to Power BI data set by product

[AK-PBI]

Hello,

I am fairly new to power BI as my company has recently started the use of the software. I am converting some legacy reports to Power BI and one of the requirement is to email the client mailbox with daily reports (with just yesterday's data), monthly month-to-date reports, year-to-date reports.

The underlying database is updated daily with data for different clients across different products.

Can these requirements be met in PBI?

Any help is appreciated!

Thanks.

[v-yinliw-msft]

Hi @AK-PBI ,

We can send the Power BI report or Dashboard details through email using the “Subscribe” button in the Power BI service.

Before moving forward I want to let you know that configuring this feature requires a Pro or Premium license.

Please follow the below steps to configure Subscribe to email:

1. To configure ‘Subscribe to email’, we need to click on the “Subscribe” button.

2. Click on the “+ Add New Subscription” and the configuration setting will open.

3. For the next step, we need to configure details like Subscription name, email subject, an optional message,

frequency (i.e. Send email on Hourly/Daily/ Weekly/Monthly/ after data refresh basis), schedule Time (i.e. Time to send email) and other details.

4.Save and Close.

Note: This feature is suitable if you have charts in Reports or have a limited number of records that fit in a table. If you have a large number of records in a table and to view all records you need to use the scrollbar/Pagination then “Subscribe” will not work properly. Since it takes a screenshot of the current visual, it leaves remaining records. FYI, in the email, it will have a “Go to Report” button, so the user can open an embedded report and view all details here.

For more information, you can refer this documentation:

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

Hope this helps you.

Best Regards,

Community Support Team _Yinliw

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[AK-PBI · Accepted solution]

Hello Team Yinliw,

Thank you for your response. Apologies for not being clear in my question. I am aware of the subcribe service. My question was more geared towards the delta data part. I wanted to send only the new data in the daily report.

For YTD, MTD, QTD data, I am testing measures to calculate those amounts and then using subscribe to send the email.

Is there any better way to do it?

Thanks.

[v-yinliw-msft]

Hi @AK-PBI ,

I think the best way is that you can build a new report which is only created by the Incremental data, and use this report to subscribe and email.

Best Regards,

Community Support Team _Yinliw

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.