🔹 Overview
Power Automate allows you to automate Power BI reports, dashboards, and data refreshes to enhance reporting efficiency and ensure up-to-date insights. With Power Automate and Power BI integration, you can:
Trigger dataset refreshes automatically
Schedule report delivery via email or Teams
Export Power BI reports as PDFs or Excel files
Send alerts when data changes
Trigger workflows based on Power BI data
1️⃣ Benefits of Automating Power BI Reports
Real-Time Data Updates – Ensure reports always reflect the latest data.
Automated Report Distribution – Send reports via email, Teams, or SharePoint.
Improved Decision-Making – Get instant alerts when key metrics change.
Reduced Manual Work – No need to manually refresh datasets or export reports.
Seamless Integration – Connect Power BI with other Microsoft 365 apps (Excel, SharePoint, Dynamics 365).
2️⃣ Setting Up Power Automate for Power BI
Requirements
✔ Power BI Pro or Premium License (for certain automation features)
✔ Power Automate License (included in most Microsoft 365 plans)
✔ Access to the Power BI workspace and dataset
Power Automate + Power BI Connectors
Power Automate provides triggers and actions for Power BI, allowing you to automate key workflows.
3️⃣ Power BI Triggers in Power Automate
| Trigger Name | When It Runs | Example Use Case |
|---|---|---|
| When a data-driven alert is triggered | A Power BI alert is triggered | Notify the sales team when revenue drops below target |
| When a Power BI button is clicked | A user clicks a button in Power BI | Run an approval flow for expense reports |
Example:
Trigger: “When a data-driven alert is triggered”
Flow: Send an email alert if inventory levels fall below the threshold.
4️⃣ Power BI Actions in Power Automate
| Action Name | Purpose | Example Use Case |
|---|---|---|
| Refresh a dataset | Refresh a dataset in Power BI | Auto-refresh reports after new data is added to a database |
| Export report to file | Export a Power BI report as a PDF, PPTX, or Excel file | Send weekly sales reports to managers |
| Add a row to a dataset | Insert new data into a Power BI dataset | Update Power BI from an external system |
| Get datasets | Retrieve a list of datasets | Automate monitoring of multiple datasets |
| Get reports | Retrieve a list of reports in a workspace | Automatically export and distribute reports |
Example:
Action: “Export report to file”
Flow: Generate a weekly Power BI report (PDF) and email it to stakeholders.
5️⃣ Automating Power BI Workflows with Power Automate
Example 1: Auto-Refresh Power BI Dataset
Scenario: Refresh a Power BI dataset automatically when new data is added to a SharePoint list.
1️⃣ Trigger: When an item is created in SharePoint
2️⃣ Action: Refresh Power BI dataset
3️⃣ Action: Send a Teams message notifying users of the update
Use Case: Keep Power BI reports updated with real-time SharePoint data.
Example 2: Send Power BI Reports via Email
Scenario: Generate and send a Power BI report via email every Monday.
1️⃣ Trigger: “Recurrence” (Runs every Monday at 8 AM)
2️⃣ Action: Export Power BI report as PDF
3️⃣ Action: Send the report via email to stakeholders
Use Case: Automate report distribution for management.
Example 3: Notify Teams When Sales Exceed a Target
Scenario: Send a Teams notification when weekly sales exceed $50,000.
1️⃣ Trigger: “When a Power BI data alert is triggered”
2️⃣ Action: Post a message in a Microsoft Teams channel
3️⃣ Action: Send a celebration email to the sales team
Use Case: Motivate teams with real-time performance updates.
Example 4: Export and Save Power BI Report to SharePoint
Scenario: Automatically save a Power BI report as a PDF in SharePoint.
1️⃣ Trigger: “Recurrence” (Runs every Friday at 5 PM)
2️⃣ Action: Export the Power BI report as a PDF
3️⃣ Action: Upload the report to a SharePoint document library
Use Case: Automate weekly or monthly reporting workflows.