Forum Discussion
PowerBI Email reporting and subscriptions
Hi, chernandez
To answer your last question first, please read this sentence carefully.
With sharing, whether you share content inside or outside your organization, you need a Power BI Pro or Premium Per User (PPU) license. Your recipients also need Power BI Pro or Premium Per User (PPU) licenses, unless the content is in a Premium capacity.
You want to add different users to receive emails with different data, do these users have a Power BI Pro or Premium Per User (PPU) license? If not, then you need the content you share in Premium per capacity.
On the issue of subscribed content ignoring RLS. According to my research, when you use the Power BI report email subscriptions, if the dataset uses row-level security (RLS), you can create subscriptions for yourself and others. Those subscriptions will run using your security context.
Best Regards,
Community Support Team _Charlotte
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Hi, chernandez
1. Power BI Premium is a capacity-based license, while Power BI Pro and Premium Per User (PPU) are user-based licenses. The following table describes the Premium Per User (PPU) features against a Premium capacity:
With sharing, whether you share content inside or outside your organization, you need a Power BI Pro or Premium Per User (PPU) license. Your recipients also need Power BI Pro or Premium Per User (PPU) licenses, unless the content is in a Premium capacity.
2. Subscribe external users
You can subscribe external users to a report or dashboard if your report or dashboard is hosted in a Premium capacity.
- If you subscribe external users to a report or dashboard, they will receive a share notification immediately after you select Save and close in the subscription pane. This notification is sent only to external users, not internal users, because external users require an invitation link to view the report or dashboard.
- Premium Per User workspaces do not qualify as Premium capacity workspaces.
- Sharing content with a colleague outside of your domain does not require a Premium capacity. For example, if you are [email protected], you can share with [email protected], but you can't subscribe [email protected], unless that content is hosted in a Premium capacity.
- External users can't subscribe themselves to reports or dashboards, even if they have been added as guest users.
You want to schedule the same reports with different data filter options for different email subscribers. You can try Share a filtered Power BI report - Power BI | Microsoft Docs.
For reference:
https://docs.microsoft.com/en-us/power-bi/consumer/end-user-subscribe?tabs=creator
https://docs.microsoft.com/en-us/power-bi/enterprise/service-premium-faq
https://docs.microsoft.com/en-us/power-bi/enterprise/service-premium-per-user-faq
https://docs.microsoft.com/en-us/power-bi/enterprise/service-admin-azure-ad-b2b
Best Regards,
Community Support Team _Charlotte
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Hi,
Thanks for the detailed answer.
Let me try to explain my current issue...
When external users are accessing the reports we have shared they are able to see only the data we want when they access through their link, because we have established RLS for that dataset based on the username. That is working just fine...
However, when we use a scheduled report using the subscriber option they are getting all the data in that screenshot of the report(s) over that email. PowerBI is completeley ignoring the RLS we have in place when they access the " scheduled subscription screenshot email report". Is it because of we dont have BI premium capacity? Where can we restrict the data for that emailed report screenshot? Also, we would need to add several users to receive this scheduled emails with different data...and it won't let us add another user/subscription...I imagine this is also related to us needing the Premium per capacity?
Really apprecciate your feedback. Thanks!