How do I set up an Email Destination in PBRS?

Using the Email Destination you can send Power BI, Paginated Reports, and SSRS reports embedded in emails, or send emails in HTML or plain text with reports as attachments.

 

This article applies to:

  • Power BI Reports & Dashboards (Cloud - Power BI Service)
  • Power BI Paginated Reports (Cloud - Power BI Service)
  • Power BI Reports & Dashboards (On Premise - Power BI Report Server)
  • Power BI Paginated Reports (On Premise - Power BI Report Server)
  • Microsoft SSRS Reports (On Premise - SQL Server Reporting Services)

Destinations - Email

Using the Email Destination you can send Power BI, Paginated Reports & SSRS reports embedded in emails or send emails in HTML or plain text with reports as attachments. You can use Inserts to customize the message body, use mailing lists & much more.

  • In the Schedule Wizard, go to Destinations.
pbrs destination set up
  • Click Add and select Email.
pbrs destinations

 

Power BI and SSRS. Email Destination Wizard in PBRS

 

Customize Sender Details

Most mail servers today will no longer allow you to send an email if you attempt to use this function. This restriction is designed to stop spammers from hijacking or spoofing email accounts.

If you use the "Customize sender details" function and find that your emails are not being delivered, your mail server security settings are almost certainly the reason for the failure.

We recommend that, instead of using this function, you set up a number of email accounts here. Then, select the mail server you want from the dropdown in the schedule.

Email

To, CC, and BCC:

Power BI and SSRS. Email Destination Wizard in PBRS
  • Choose from:
    • MAPI (Outlook) address book (Only available if you are using MAPI): Select one or more email addresses or groups.
    • PBRS Address Book: Select one or more email addresses or groups.
    • Database Source: Build a SQL query to pick the email address or addresses from a database.
    • Text File: Store your email addresses as a standard mailing list in a text file. (Format: no delimiters, each email address on a new line)
    • Constant
    • Or simply type in the email address.

You can use "Inserts" at any time if required. For more information about Inserts, click here.

  • Subject: Enter a subject Or right-click and select Insert to insert constants, database values and defaults. 
  • Attach: Click to select an attachment. Or right-click and select Insert to insert constants, database values, and defaults.

Hint: Web addresses can be attached as well.

  • Body: Type in your email. Or right-click and select Insert to insert constants, database values, and email defaults. For more information on the Insert function, click here.
  • Mail Format: Choose from HTML or Text.
  • Text Format: In this format, it will be just a plain message.
Power BI and SSRS. Email Destination Wizard in PBRS
  • HTML Format: In this format, you can format the message.
Power BI and SSRS. Email Destination Wizard in PBRS

 

Power BI and SSRS. Email Destination Wizard in PBRS
  • You can enter HTML tags by clicking the HTML icon.
Power BI and SSRS. Email Destination Wizard in PBRS
  • Body Style (CSS): If you want to specify the format that you want, click CSS and you may choose the type of format and change the setting accordingly.

Power BI and SSRS. Email Destination Wizard in PBRS

 

 

Embed Report

Power BI and SSRS: Embed Report Email in PBRS

Check this option to embed the report into the email body. When using MAPI messaging you can only embed reports in Text format. To embed reports in HTML format you will need to change your messaging type to SMTP.

    • You can click the (...) button to edit the output format options as required.
    • By default, if a report is embedded in the email body, there will be no attachment.
    • You can enter an additional text when the embedded report is enabled. 
    • If you are uncertain whether the recipient can read HTML formatted emails, you can click Include Attachment so that the recipient receives an additional attachment of the same report in any other format e.g. a PDF, word document, etc.+

Embed Report option for Power BI Reports & Dashboards and Power BI Service Paginated Reports

Power BI and SSRS: Embed Report Email in PBRS

Embed Report option for SSRS or Paginated Reports on Premise

Power BI and SSRS: Embed Report Email in PBRS

  • Mail Server: This can be changed if the email is to be sent from a different server than the default one that was originally set up.
  • Delivery receipt: Check this option if a delivery receipt is required. Use it if you require Custom Actions to be used once a receipt has been/has not been received.
  • Customize Sender Details: This is where the name of the sender and the sender email may be changed. For example, it could be set to Donotreply@mycompany.com.

Power BI and SSRS: Email Destination in PBRS.

Customize Sender Details

Most mail servers today will no longer allow you to send an email if you attempt to use this function. This restriction is designed to stop spammers from hijacking or spoofing email accounts.

If you use the "Customize sender details" function and find that your emails are not being delivered, your mail server security settings are almost certainly the reason for the failure.

We recommend that, instead of using this function, you set up a number of email accounts here. Then, select the mail server you want from the dropdown in the schedule.

For information on format tab, click here.
For information on naming tab, click here.