Manage Alerts (Power BI) and Power Automate Issues

[CJ13]

Hey forum, 

I have a few issues with Power BI alerts and integration with Power Automate flows. I'm not an admin, but a colleague left our organization and I'm going through the process of reauthenticating connections and fixing Power Automate flows that got broken. I have 3 flows using the Power BI "When a data driven alert is triggered" trigger that haven't triggered correctly in 28 days so are broken (which Power Automate doesn't help at all to resolve) and I'm also in this error loop with the Power BI entity not existing (even though the datasets, reports, and dashboards haven't moved or been deleted), or it asking to fix the connections when I did fix the connections, etc.

I need to find the names of the alerts and the tiles that were used from the Power BI dashboard but I can't locate these anywhere. I can't find them on the ellipsis dropdown on the tiles anywhere in the dashboard, report, Power BI service, etc. In Power Automate, I have the key for the alert name but it doesn't recognize it and deleting and replacing it with same doesn't work either. Short of recreating the pinned tiles in the Power BI dashboard and creating new flows, I'm not sure at this point what I can do.

Can anyone help troubleshoot this or does anyone know a way to see a centralized view of all the alerts that you have on a dashboard or report? I read that if the dashboard is configured incorrectly that it could cause issues with alerts, but I can't even determine this at this stage.

Thanks

[anilelmastasi · Accepted solution]

Hello @CJ13 ,

For this problem, my advice is using service account. For long-term flows (like alert triggers, email notifications, etc.), your org should use a dedicated Power BI/Power Automate service account with a non-expiring license.

This avoids the "person leaves and everything breaks" problem.

After creating service account, sadly but you should create alerts manually again.

Since Power Automate only shows the alert name, and Power BI doesn't expose a full list, manually check the dashboard where the alert was originally pinned.

If this solved your issue, please mark it as the accepted solution. ✅

[v-csrikanth · Accepted solution]

Hi @CJ13 

Thank you for being part of the Microsoft Fabric Community.
Yes ​you are correct in your understanding.
Alerts created in shared workspaces are tied to the individual user who set them. If that user leaves the organization and their account is deleted, those specific alerts will no longer function. Other users won't be able to view or manage these alerts.
Alerts set up in a user's personal workspace are also exclusive to that user. Once their account is removed, these alerts are deleted and cannot be recovered.​

If the above information is helpful, please give us Kudos and mark the response as Accepted as solution.
Best Regards,
Community Support Team _ C Srikanth.

[anilelmastasi · Accepted solution]

Hello @CJ13 ,

For this problem, my advice is using service account. For long-term flows (like alert triggers, email notifications, etc.), your org should use a dedicated Power BI/Power Automate service account with a non-expiring license.

This avoids the "person leaves and everything breaks" problem.

After creating service account, sadly but you should create alerts manually again.

Since Power Automate only shows the alert name, and Power BI doesn't expose a full list, manually check the dashboard where the alert was originally pinned.

If this solved your issue, please mark it as the accepted solution. ✅

[CJ13]

Hey, thanks for reaching out. I'll look into that! I figured out what the issue was (there was a separate dashboard with the option to create alerts). But I then ran into another issue that there were no alerts on that dashboard (?). It's my understanding that alerts created on dashboards in a shared workspace won't disappear if one workspace admin were to leave the organization, but that they would if it was on the My Workspace option. Is that correct, or will alerts disappear altogether if the creator leaves the org?