How to schedule and send Power BI reports and dashboards by email

Power BI is an incredible Business Intelligence tool combining powerful analytics with strong data visualization. Power BI is the future of data analysis, and Microsoft works incessantly on it, adding new capabilities each month that greatly improve the user experience.

The Pro version of Power BI allows users to share data and collaborate with each other, but while implementing it on our clients’ business, we found out that, oftentimes, all they wanted was to have a look at data on a regular basis, leaving the collaboration part to professionals. Since the current version of Power BI doesn’t allow users to do this, we developed a solution to answer this problem.

Released in February, PowerBI Robots is a Robots Process Automation (RPA) tool that allows users to schedule and send Power BI reports and dashboards to anyone, anywhere. It’s especially useful to professionals who:

  • need to send or receive regular updates on the most recent business intelligence data, wherever they are;
  • need to broadcast BI data on a large screen without a dedicated computer, such as a smart TV or video wall;
  • need to share data from the Power BI account they manage with several other users;
  • manage a business with several areas and need to recurrently send diverse Power BI metrics to different middle managers;
If you haven’t tried PowerBI Robots yet, click here.

Without further ado, let’s focus on the matter at hand:

Sending Power BI reports and dashboards by email

After installing and setting up the PowerBI Robots desktop agent, go to the web agent and click Create on the Playlist option in the menu. A playlist is a set of Power BI reports or dashboards, grouped to be sent somewhere, in our case, by email.

On the General tab, you should:

  • name the playlist;
  • choose the screenshot output format (image, or single or multiple PDF files);
  • set the screen size;
  • set the screen-captures recurrence (i.e. your data’s refresh rate);
  • select Email on the Send to You should also write the email’s subject as well as its message;
Send your Power BI reports and dashboards by email, to the web or to a SharePoint library
New emails with the latest data will be sent at the set hour.

Proceed to the Recipients tab to add the email accounts you wish to send your Power BI reports and dashboards to. Click the plus sign to add an individual email, or the next button to bulk import destinations. You can add as many data recipients as you wish.

Send your Power BI reports and dashboards by email, to the web or to a SharePoint library
You can add as many recipients as you wish.

Click “next” and proceed to the Visuals tab. Click Add Power BI account and a screen displaying your Power BI workspaces will pop-up. You may see all reports and dashboards contained on each by clicking the plus sign. Select the report pages and individual tiles you wish to send by checking their boxes (alternatively, select them all). On the last tab, you can apply individual filters to your reports in case you wish to send different data to different people from the same Power BI report. After you’re done, click Create to finish your playlist.

Send your Power BI reports and dashboards by email, to the web or to a SharePoint library
You can edit your playlists by selecting Actions from the main menu.

The next step is launching the PowerBI Robots desktop agent and hit Synchronize on the General tab.

Send your Power BI reports and dashboards by email, to the web or to a SharePoint library
Whenever you create or modify a playlist on the web agent, you must synchronize it on the desktop agent in order for those changes to take place.

Congratulations, your newly created playlist will be delivered to all your recipients by email!

Send Power BI reports and dashboards by email
Your recipients will receive your Power BI data by email at the recurrence you set
If you haven’t tried PowerBI Robots yet, click here.

If you’re having any trouble installing and configuring the PowerBI Robots desktop agent, please see point 2 of our PowerBI Robots 101. If you still have any questions, please send us an email to support@devscope.net.
Send Emails, PDFs or broadcast from Power BI with PowerBI Robots