Email subscriptions for reports and dashboards in the Power BI service

In this exercise, we will learn how to subscribe for reports in power bi service.

Subscribe to reports and dashboards means that power bi sends an email to the subscribers with a snapshot of the report of dashboard at the specified schedule.

Note: We can set up to 24 subscriptions per report or dashboard, and provide unique recipients, times, and frequencies for each subscription.

Following steps we need to follow to create a subscription:

Step 1: Open the report, and from the top menu bar, select Subscribe to report.

Step 2: Select Create a subscription and give our subscription a name. By default, our subscription is given the same name as our report page or dashboard. Optionally, change the name of the subscription to something more meaningful.

Click on Standard.

Step 3: Use the green slider to turn the subscription on and off. Setting the slider to Off doesn't delete the subscription. To delete the subscription, select the trashcan icon.

Step 4: Edit or add recipients by email address, ensuring that we have at least one.

Step 5: If the report is in a workspace backed by a Premium capacity or Premium Per User (PPU) license, add the full report as an attachment instead of only a single report page. Sensitivity labels are applied to the email attachment. Select PDF or PowerPoint for the attachment format. The attachment respects all privacy labels for the report. The size of the attachment is limited to no more than 20 pages and less than 25 MB.

Step 6: Select a Start date and optionally, an End date for the subscription. By default, the start date is the date we created the subscription, and the end date is one year later. We can change it to any date in the future at any time before the subscription ends. When a subscription reaches an end date, it stops until we re-enable it. We receive notifications before the scheduled end date to ask if we would like to extend it.

Step 7: Use the Repeat dropdown to select a frequency for our subscription. We may choose hourly, daily, weekly, monthly, or after data refresh (once daily).

Step 8: Specify the Scheduled time and the Time zone.

Step 9: At the end click on Save, to save the subscription. To make our subscription more precise, select More options.

Step 10: Optionally, we can add a “Email subject” of the Email and “Message” for the recipients of the subscription.

Step 11: Click on the Report page dropdown to select any report page, which goes as the preview image in the mail or appears when we click on the link received on email.

Review and test the subscription Our Subscriptions page keeps track of all our subscriptions for the current report.

Step 1: To review a subscription, select the arrow to the left of the subscription.

Step 2: To test out the subscription, select the Send now to send the email to the recipients right away. It doesn't trigger a data refresh of the underlying semantic model.

Step 3: We can see a message “Subscription sent” with a green checkmark at the top.

We will receive an email as shown in the image below.

Manage subscriptions Subscriptions are managed on a workspace level. Subscription creators and users assigned the “Admin” role on the workspace can view and manage the subscription.

Step 1: To see all the subscriptions that we own in a given workspace, select Manage all.

From here, we see all the subscriptions we created in the currently selected workspace. For each subscription, Power BI displays the name of the subscription, the name of the content we are subscribing to, and the content type (Report or Dashboard).

If we selected Include my changes, the State column includes the date. Also, we can see the Location i.e. Workspace name.

Step 2: Search for subscriptions by keyword or filter by any of these fields. We can filter the subscriptions based on the Location, Status, and Source type.

Admins in the workspace can edit and take over all subscriptions inside the workspace. To see all the subscriptions as the workspace admin, click on the gear icon and then click on the Notifications.

Or directly use the below link to reach the notifications page
https://app.powerbi.com/user/user-settings/notifications?experience=power-bi&clientSideAuth=0

As a subscription owner, we can manage all of our subscriptions across the listed workspaces. As the admin of a workspace, we can also edit or reassign subscriptions within the workspace.