Paginated report through Subscription if we send mail with attachment then enduser require license

[Anusha__v]

Hi,
For a Paginated report through Subscription, if we send mail with an attachment, does the end user require a license to view or download the attachment?
If the end user who receives mail requires a license to view or download the attachment or does not require license is it specified any document

Thanks

[Anusha__v]

Hi @v-saisrao-msft ,
I checked while sending the subscription for excel attachment to the end user if we do not have a License then we are getting an error if we have a Pro License then the end user should also need a license or else we are getting the error "Free users or groups can only subscribe to rdlreport backed by Premium capacity." 
So I think only in Premium it's allowed for end user not have License they still get the mail with attachment but not in Pro
Thanks

[v-saisrao-msft · Accepted solution]

Hi @Anusha__v,

Thank you for sharing your observations. To summarize and confirm your points:

1. Pro License:

   • Both the sender and the end user need a Pro License for subscriptions to work. Without this, free users will encounter the error: "Free users or groups can only subscribe to rdlreport backed by Premium capacity."

2. Premium Capacity:

   • Reports hosted in a Premium capacity workspace allow free users to subscribe and receive Excel attachments without needing a Pro License.

For further details, you can refer to the official Microsoft documentation:

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

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

Thank you.

[Poojara_D12]

Hi @Anusha__v 

No, the end user does not require a Power BI license to view or download a paginated report attachment (such as PDF or Excel) received via a Power BI subscription email. The licensing requirement applies only when accessing Power BI Service to interact with reports, but email attachments are static files, so recipients can open them without any Power BI license.

Official Microsoft Documentation

Microsoft states that users without a Power BI license can receive and view report attachments in email subscriptions. However, if the email contains a link to the report in Power BI Service, the recipient must have a Power BI Pro or Premium Per User (PPU) license, or the report must be in a Power BI Premium capacity where free users can access it.

For confirmation, you can refer to the Power BI documentation on paginated report subscriptions on the official Microsoft website:
Power BI Paginated Report Subscriptions

 

[v-saisrao-msft]

Hi @Anusha__v,

I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions. If my response has addressed your query, please accept it as a solution and give a 'Kudos' so other members can easily find it.

Thank you.

[v-saisrao-msft]

Hi @Anusha__v,

Thanks for reaching out to the Microsoft Forum Community.

The answer provided by the @Akash_Varuna  is correct. End users do not need a Power BI license to view or download the attachment from a paginated report sent via subscription.

However, if the attachment contains a link that requires the end user to access the report in Power BI, then the user will need an appropriate Power BI license (Pro or Premium Per User) and necessary permissions.

For more details, please refer to the official documentation:

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

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

Thank you.

[Akash_Varuna]

Hi @Anusha__v 

I think end users do not need a Power BI license to view or download the attachment from a paginated report sent via subscription. The report is sent as a file (e.g., PDF, Excel), so the recipient only needs software to open the file (e.g., PDF reader, Excel). No Power BI license is required to access the attachment.

If this post helped please do give a kudos and accept this as a solution
Thanks In Advance

[v-saisrao-msft]

Hi @Anusha__v,

May I ask if you have resolved this issue? If so, please mark the helpful reply and accept it as the solution. This will be helpful for other community members who have similar problems to solve it faster.

Thank you.