Power BI Report PDF Extraction through subscription - Incomplete Data Issue

[Anusha66]

Hi

I have a Power BI Report which has some big matrix visuals and it has scroll, as in user has to scroll down to view the data. When I am m trying run a subscription for this power bi report , the data in the scroll is getting cropped out as its taking snapshot, how can i get all the data to be present in the pdf by overflowing of data into 2nd page?

@amitchandak , @Ritaf 

[Poojara_D12]

Hi @Anusha66 

In Power BI, subscriptions capture the visible area of a report page as an image, so when a matrix or table visual has scroll bars, only the portion that fits on the screen is included in the PDF or email snapshot, and the rest gets cropped. Unfortunately, subscriptions do not automatically “overflow” data into multiple pages like paginated reports do. To include all rows, you have a few workarounds: you can redesign the visual to remove scrolling by increasing the visual height or reducing font/row size so more data fits; export the table or matrix data directly to Excel, which preserves all rows; or, for a fully formatted multi-page PDF output, use Power BI Paginated Reports (RDL) instead, since these are designed for printing and exporting and will naturally split large datasets across multiple pages. Essentially, standard Power BI subscriptions are best for snapshots, while paginated reports or data export are the right options for complete data coverage.

[v-agajavelly]

Hi @Anusha66 ,

I hope the response provided helped in resolving the issue. If you still have any questions, please let us know we are happy to address.

Thanks,
Akhil.

[v-agajavelly]

Hi @Anusha66 ,

As you mentioned, please mark the reply that worked for you as the solution, it’ll be helpful for others who might face the same issue.

Thanks,
Akhil.

[v-agajavelly]

Hi @Anusha66 

That’s great to hear, glad you got it resolved by adjusting the Page Length. Thanks for confirming the solution too. I’m sure it’ll help others who come across the same issue.

If you could, please mark your reply as the solution so the thread is easier to find for anyone facing a similar problem.

Thanks,
Akhil.

[Anusha66 · Accepted solution]

Was able to resolve this by increasing the Page Length , so Paginated report was not needed.  

But thank you all for your inputs!

[Anusha66]

Was able to resolve this by increasing the Page Length , so Paginated report was not needed.  

But thank you all for your inputs!

[v-agajavelly]

Hi @Anusha66 

Thanks a lot @FarhanJeelani  & @jaineshp  for sharing the detailed pointers.

@Anusha66  as they mentioned, normal PDF subscriptions only grab the visible part of a scrollable matrix. For proper multi-page PDFs, Paginated Reports are the way to go, while tweaks like page size adjustments or Excel export can help as quick workarounds.

Did you get a chance to try out any of these suggestions yet?

Thanks,
Akhil.

[FarhanJeelani]

Hi @Anusha66 ,

With a standard Power BI report page, a PDF subscription cannot automatically “overflow” a scrollable matrix to a second page. The export captures what is visible, and there’s no setting to force a multi-page flow for a single visual in a normal report. The recommended approach is to use a paginated report for multi-page PDF output.

What you can do

Use a Paginated Report (best for multi-page PDFs)

Paginated reports are designed for printing/exporting to multi-page PDFs, with proper page breaks.
They can pull data from the same Power BI dataset and render long tables/matrices across many pages.

Steps:

Install/launch Power BI Report Builder (the designer for Paginated Reports) and/or use Power BI Desktop with the Paginated Report extension.
Connect the paginated report to the same Power BI dataset you use in the standard report.
Design a table or matrix (tablix) and set up grouping as needed. Add page breaks between groups so data flows onto multiple pages (e.g., page break after a Region or Customer group).
Add headers/footers, page numbers, and any required filters.
Publish the paginated report to a workspace in Power BI Service.
Create a subscription for the paginated report and choose PDF as the export format. The recipient will receive a multi-page PDF with proper page breaks.

Notes:

Paginated reports are the supported path for “overflow” printing. They are specifically built for this scenario.
Ensure your dataset has the necessary permissions and that you stay within data-export/row limits for PDFs (Paginated Reports handle paging, but check data size if you have extremely large datasets).

Please mark this post as solution if it helps you. Appreciate Kudos.