poor mans way of multiple subscriptions using different filters on same report

[db042190]

hi , we have a multi page pbi report that if run automatically with different filters could be of interest to as many as 15 DIFFERENT subscription lists.

we all have pro.   we are averse to premium per, prem capacities, or really paying anything over what pro costs.   but we'd like to hear if something higher than pro would be absolutely required.

we may also want to share certain pages with cetain people.   If i remember correctly having only pro limits each subscription to as many non free recipients as we want but only one page , or something like that and doesnt allow pdfs etc..

we would not be opposed to using apps to wrangle a report into its various "morphs" and do the distributions.    I dont know anything about this option yet.  

Does the community have any suggestions?   

[v-hashadapu]

Hi @db042190 , Thank you for reaching out to the Microsoft Community Forum.

@SamsonTruong  is correct, Premium Per User or capacity is the cleanest way to handle many filtered versions of the same report. Those tiers support dynamic per-recipient filters and PDF attachments without any workarounds, which makes managing multiple distribution lists far easier.

On Pro, subscriptions are static and only reflect the filters you applied when creating each subscription. Pro can’t automatically generate different filtered outputs for different groups and it can’t vary pages or filters per recipient. To do what you’re describing on Pro, you’d need to manually maintain every filtered subscription or use a Power Automate + REST API flow to export filtered PDFs and send them yourself.

Thank you @SamsonTruong  for your valuable response.

[SamsonTruong · Accepted solution]

@db042190 This is a really interesting use case! The least amount of effort and easiest to maintain would be to upgrade to premium per user or a fabric capacity. However, if you need to stay on Pro, you may be able to achieve this with a mix of different solutions such as Power Automate and the Power BI Rest API.

For example, you could use Power Automate to call the Power BI Rest API to export your report configuration as a PDF and land it in a SharePoint folder. Then you could use a Power Automate activity to pick up the exported PDF and email it to your desired subscription list.

If this helped, please mark it as the solution so others can benefit too. And if you found it useful, kudos are always appreciated.

Thanks,

Samson

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