Why Does a Power BI PDF Export Omit Table Rows?

Imagine your exception reviewer opening the weekly case list. She works through the first page, reaches the bottom and looks for the rest. The PDF ends there. In Power BI she can scroll through 120 cases, but the attachment only shows the rows that fit in the table’s visible area.

The email schedule has done its job. The difficulty is the document it delivered. A report page is designed around a fixed space, with scrolling available when someone uses it in Power BI. That scrolling area does not become a series of extra PDF pages just because more records sit behind it.

PBRS can help you prepare a different kind of attachment. Its PDF - Data Only option takes data from selected Power BI Service visuals rather than simply reproducing the surrounding report page. If the reviewer needs a carefully designed case list with repeating headings and page breaks, PBRS can instead run and deliver a paginated report.

Before choosing either route, pick one case missing from the attachment and find it in Power BI with the same filters and reporting period. If it appears when you scroll, you have a useful sign that the page layout is the problem. If it is absent there too, check the report’s filters, source data and access first.

The report page may still be a good summary. Your manager can glance at the total, spot a trend and decide where to investigate. The reviewer has a different task: she needs to read the cases one by one, including those that do not fit on that first screen.

Use the existing visual’s data

If the table already contains the right case details, try PBRS’s PDF - Data Only output. You select the visual, choose the data to export and format the columns for the document. That gives you a route to a case-list PDF without rebuilding the whole report as a new page design.

Choose summarized or underlying data to match what the reviewer needs. Those names deserve a moment’s thought. A table grouped by customer may contain customer totals rather than one row per case. Asking for more detail is useful only if the exported fields actually describe the cases she is reviewing.

Use a paginated report for a designed document

When the case list needs a title on each page, repeated column headings, grouped sections or deliberate page breaks, a paginated report is a natural fit. Its table can continue across pages instead of staying inside a scrolling visual. You can create the report in Report Builder and use PBRS to supply its parameters, generate the PDF and deliver it.

Paginated reports can also have native subscriptions, depending on where they are hosted and the available licensing and permissions. PBRS adds value when the finished delivery also needs other reports, combined PDFs, personalized files or copies sent to several destinations.

Use Excel when the next step is sorting the cases

Your reviewer may want to filter the list, add notes or assign cases to colleagues. In that situation, a workbook can be more useful than making her work around a PDF. PBRS can schedule Excel or CSV exports of visual data, and can put supported Excel outputs into a formatted workbook or template.

Begin with the report and the reviewer’s expected list of cases. Keep the period and filters the same while you test, so you are comparing two versions of the same information.

In the PBRS schedule, open the destination’s Format settings and choose PDF - Data Only (*.pdf). Select Add and choose the case visual by its Visual Title. The visual needs a title in Power BI for PBRS to find it.

Then choose the summarized or underlying data option that matches the list. Check the available columns and give their headings and formats enough care that the reviewer can recognize dates, amounts and case references without decoding them. PBRS provides column-formatting and style controls for this output.

The PBRS PDF guide explains these settings. Its PDF - Data Only instructions apply to Power BI Service reports and dashboards; a paginated report uses its own PDF export route.

Open the file that actually arrives

Run the job to your test mailbox or folder, then open the generated PDF. Find the case you noted near the end of the list. Compare the case count and key totals with the expected result, and check that the columns are readable all the way through.

A correct total on the first page is not enough if the reviewer still cannot find the individual cases. Equally, a different row count does not always mean rows were lost: a summarized export may group several transactions into one result. Compare like with like.

When the case list needs its own page layout

If the reviewer needs a more deliberate document, build a paginated version around the required case fields. Add repeated headings and sensible page breaks, then export a busy week that runs over several pages. Microsoft’s paginated layout guide covers those controls.

Once that PDF is right, configure its PBRS schedule using the reporting source it lives on. A paginated report in Power BI Service and one on Power BI Report Server use different connections. Set the date and team parameters, choose the output and test the received file before enabling the recurring delivery.

Deliver the summary and the detail together

The reviewer may still find the original visual summary helpful. PBRS can send it alongside the case detail as separate attachments, or merge compatible PDF outputs into one ordered document. She can see the overview first and continue into the cases without searching for a second email.

If different teams need their own lists, a data-driven schedule can supply each team’s filters or parameters, recipient addresses and filenames. You can also save a retained copy to another destination. That turns the corrected export into a repeatable delivery, rather than another file someone has to rebuild every Friday.

Check the larger week before relying on the schedule

Try a result larger than the one that first exposed the problem. Confirm the final cases are present and the document remains readable. Then try an empty result and decide what should happen when there are no cases to review.

Keep the agreed example with the reporting job. When someone changes the visual, query, columns or report layout later, it gives you a practical reference for checking that the reviewer still receives the information she needs.

Your application can ask PBRS to prepare the saved case-list job once the week’s figures are ready. Configure and test the output first, so the application requests a document the reviewer can actually use.

Changing a loading wait or image size may help a rendering issue, but it does not establish that every case has been included. Keep the report, visual, reporting period and output choice with the request, then check the generated document against the expected records.

POST /api/Schedule/ExecuteScheduleAsync
Authorization: bearer {pbrsAccessToken}
Content-Type: application/json

{"ScheduleType":"report","uniqueid":101,"RunBy":"API"}

GET /api/Schedule/GetExecutionStatus?ExecutionId={ExecutionId}
Authorization: bearer {pbrsAccessToken}

Return to the reviewer’s desk. This time she opens the attachment, works past the rows that fitted on the original report page and finds the final case she was expecting. The document now matches the work she needs to do.

Keep the visual PDF for the overview when it serves that purpose. For the detail, test PBRS PDF - Data Only against the existing visual, use a paginated report when the document needs its own layout, or choose Excel when the reviewer needs to work with the rows.

Once you have the right file, PBRS can repeat the preparation and delivery. The Power BI report automation page explains the wider workflow, and the PDF delivery guide helps you plan the next step.
Explore scheduled Power BI PDF delivery