Question

How can I create a scheduled paginated report that automatically emails different filtered versions to different recipients?

I need to automate the distribution of a paginated report in Power BI, where each recipient receives a version filtered specifically for them. The report should be scheduled and delivered via email with different filter criteria applied per recipient. What is the best way to achieve this using Power BI’s subscription and parameter-based filtering?

Answer 1

Automating the delivery of paginated reports with audience-specific filters becomes as simple as following the next steps:

1. Filtering Through Report Parameters- Create parameters (like Customer ID, Region) while designing a report using Power BI Report Builder to filter out data for every recipient. Dynamic implementation in the dataset query ensures that these filters are used from the incoming parameter.

2. Setup Email Subscriptions in Power BI Service-Create a Paginated Report Subscription in Power BI Premium (or PPU). It allows sending a different report based on parameter values for individual recipients using the per-recipient delivery option.

3. Automate with Power Automate-(In case of advanced needs)-Power Automate with Export to File for Paginated Reports action for this. Then, create a loop that will individually apply filters, generate PDFs, and send them to that particular person.