Subscribe to a dashboard filtered by client (not Dynamic Subscription)

[Agucho76]

Hi everyone,

I have a Power BI Pro license and manage a report used for Customer Success (CS). This report is eight pages long, and users select the customer on the first page, which filters the entire report by that customer. Currently, CS takes snapshots of each page for each customer and emails these snapshots manually, which is very time-consuming.

I am looking for a way to automate this process. Ideally, I want CS to receive a weekly email with a snapshot of the report for each of our approximately 30 clients, which they can then forward to the respective clients.

I know that Dynamic subscriptions require a Premium license, which we do not have. However, since the email recipient will always be the same, I am hoping to avoid needing a Premium license.

Given that subscriptions in Power BI only allow for one report page at a time, I created a Dashboard that pins all the pages of the report into one view. The goal is to create a master dashboard that can filter by each customer and send out the necessary email snapshots.

Has anyone dealt with a similar scenario or have suggestions on how to achieve this efficiently?

Thank you!

[v-heq-msft]

Hi @Agucho76 ,
Based on your description, you can try using Microsoft Power Automate to get a snapshot of this dashboard. Set up a scheduled process that runs once a week to capture dashboard images and email them to the CS team as attachments. It's also possible to schedule a data refresh for your Power BI reports. After the refresh, use Power Automate to export the report pages as PDFs. process and then email those PDFs to the CS team.
You can refer to the following documentation
Export and email a report with Power Automate - Power BI | Microsoft Learn
Integrate Power BI data alerts with Power Automate - Power BI | Microsoft Learn

Best regards,
Albert He

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[Agucho76]

Thanks for your answer @v-heq-msft 

Before posting my help request I had already created the PowerAutomate export:

But the problem is that we have only Pro licenses and not Premium, so the export to PDF in Power Automate it does not work:

That is why I am asking if anyone has a workaround for this, or if someone has a better idea on how to get automated emails with screenshots of a dashboard, filtered by each client.

Adittional question: would buying a PPU license for me enable the Export To File PowerBI Reports step in the PowerAutomate flow? In other words, would it allow me to have a dedicated capacity workspace?

Thanks again!!

[Agucho76]

Update:

Got a PPU license, but still does not work. 

What I did as a workaround was create a subscription for each client manually (applying filters each time) and add the report as a PDF (now doable with PPU). Not the best fix, but works so far. 

Having around 25 clients makes it quite annoying to create one subscription for each, but the good news is that if I update the report (only 1 report) it replicates in all the subscriptions. 

Still have the issue of tables that get cropped if they have more data than what you see on a screenshot (when you need to scroll down on a table).