Power BI Button-Triggered Power Automate Flow Only Downloads 1000 Rows in Excel

mohita98 

Use the "Export to File for Power BI" Action in Power Automate:

• Instead of relying on exporting data from Power BI visuals directly, consider using the "Export to File for Power BI" action in Power Automate. This action allows you to export a report or a dataset to PDF, PPTX, or Excel, and it can capture all rows.

Steps:

• Create a Power Automate flow that uses the "Export to File for Power BI" action.

• Specify the Power BI report and the desired format (Excel in your case).

• This action will export the report with all data, bypassing the 1000-row limitation.

Limitations:

• This action will still export data from a report, so if your visuals filter data, the export will include that filtered dataset.

2. Use DirectQuery or Import Mode:

• If your data source in Power BI is using DirectQuery or Import mode, ensure the dataset is not restricted by query time limits or data source limitations. In Power BI, some datasets might still be truncated if there's too much data to process at once.

Steps:

• In your dataset, ensure DirectQuery is not limiting your row counts when exporting.

• When the dataset is in Import mode, Power BI can handle larger datasets and export more rows.

3. Paginated Reports:

• Paginated reports allow for full data export without the 1000-row limitation typically seen in regular Power BI reports. You can design a paginated report using Power BI Report Builder, and then export that report using Power Automate.

Steps:

• Create a paginated report that contains the full dataset (no row limits).

• Set up a Power Automate flow to trigger the export of that paginated report in Excel format.

• The export will include all data from the report without the row limits.

4. API Solutions (Advanced Option):

• If none of the above works, you could use Power BI REST API in Power Automate to retrieve all the data from the Power BI dataset programmatically.

• You can query the dataset and then send that data to Excel manually within Power Automate.

Steps:

• Call the Power BI REST API to extract the full dataset.

Convert the data to an Excel format and send it via email using Power Automate.

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Hi mohita98,

May I know if your issue has been resolved? If the response provided by the Super User johnbasha33, addressed your query, could you please confirm? This helps us ensure that the solutions provided are effective and beneficial for everyone. Additionally, please review the limitations below:

Power BI Visual Export Limitation:

• When triggering a Power Automate flow via a Power BI button, the flow can only access data visible in the visual, not the full dataset.

• Power BI visuals (tables, matrices, etc.) limit the number of rows retrievable to 1000 when accessed by Power Automate.

• This limitation is by design to protect performance and maintain responsiveness in report visuals.

• You cannot paginate or dynamically request more data from the visual using a button-triggered flow.
• If using row-level security or restricted access models, even less data might be visible to the flow depending on the current user's context.

If yes, kindly accept the useful reply as a solution and give us Kudos. It would be appreciated.

Thank you for your understanding!