Send Auto Email on Data refresh to Outlook Using Power Automate

[ghouse_peer]

Hi Team.

I have created 4 table visuals in PBI Desktop and published to workspace and published an App for the same.

Now the requirement is whenever the data is refreshed with schedule refresh. An auto email should be sent to outlook with updated visuals using Power Automate.

Please help to overcome this challenge.

Thanks in advance

[Anonymous]

Hi  @ghouse_peer 

As @lbendlin said , you can set the subscription by the time of scheduled refresh. However, there is a limit to how often you can subscribe, hourly is its shortest interval, followed by daily. So you need to rationalize the frequency of subscription time .

Solved: Send email notification when a Power BI Dataset Su... - Microsoft Fabric Community

Of course you can also poll the Power BI API to inquire about the dataset refresh status in Power Automate .

Datasets - Get Refresh History - REST API (Power BI Power BI REST APIs) | Microsoft Learn

Best Regards,
Community Support Team _ Ailsa Tao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[lbendlin]

the requirement is whenever the data is refreshed with schedule refresh

those things are mutually exclusive.  If you have the luxury of knowing when your source data is refreshed then you want to issue an ad-hoc refresh request, not a schedule.

An auto email should be sent to outlook with updated visuals using Power Automate.

You can use report subscriptions for that but these cannot be triggered ad hoc, they can only be scheduled.

Power Automate has no access to your Power BI visuals. The best you can do is run the same DAX query and then create HTML tables to include in your email.

[ghouse_peer]

@lbendlin @lbendlin can u guys please explain me in details regarding steps using Power Automate. i  need to get attachment of refreshed report in email after schedule refresh is completed.

[lbendlin]

i  need to get attachment of refreshed report in email after schedule refresh is completed.

There is nothing built in Power Automate for that. You need to create your own custom action connector, and use the Enhanced Refresh API to get and monitor a request ID for its completion status (or otherwise use polling to check the status of the TOP 1 request in the refresh history).

[ghouse_peer]

@lbendlin @Anonymous 

By Doing the above steps i am unable to get the full report visuals and getting error as well.

Requirement is: i will schedule a refresh in power bi sevice for excel dataset used.

Once refresh is comepleted on scheduled time, within 5-10 mins i should get an email in Outlook with updated visuals used in power bi .

Please let me know with the steps and actions taht will be helpfull

[lbendlin]

After the refresh is confirmed complete and successful, add an action to export to PPT or PDF, then append that to your email. Size limitations apply.

[ghouse_peer]

@lbendlin My dataset is in Pro license wokspace. To export(PPT/PDF) i need Premium license, which is not doable in my scenario.

Using Pro license is there any steps? if i get image also in Email no issues.

I just need Email on Data refresh with updated visuals image.

Let me know. Thanks in Advance

[lbendlin]

This would take you back to Power BI Desktop and the manual export from there. Not really something you can automate.

[ghouse_peer]

By Doing the above steps i am unable to get the full report visuals and getting error as well.

Requirement is: i will schedule a refresh in power bi sevice for excel dataset used.

Once refresh is comepleted on scheduled time, within 5-10 mins i should get an email in Outlook with updated visuals used in power bi .

Please let me know with the steps and actions taht will be helpfull