How To Set Up Power BI Automated Emails

  1. Set a Frequency: Date/time or event trigger.
  2. Connect to Power BI & choose a report.
  3. Add static or dynamic filter values as required.
  4. Select your preferred export format e.g. PDF, Excel, CSV, PPT, etc.
  5. Select a delivery destination e.g. email, Teams, Dropbox, FTP, etc.

No coding needed

Find out how the comprehensive features of PBRS can solve your BI delivery showstoppers. 

PBRS for Power BI & SSRS

Share Power BI Reports, Visuals and Data in a few clicks

Date Time Scheduling in PBRS
Date-Time Scheduling
Schedule based on date and time. Standard frequencies, or create your own e.g. 4-4-5.
Event Triggers
Event Triggered Scheduling
Trigger a Dataset Refresh or a Power Bi Report export based on business events.
PBRS Destinations and formats
Export Formats and Destinations
Export to PDF, Excel, CSV and other standard formats. Deliver to folder, email, printer, FTP, SharePoint, Teams and most file-sharing locations.
Schedule Power BI Dataset Refresh
Dataset Refresh
Power BI Dataset Refresh can be set in isolation, or to run before/after a Power BI report is exported.
Data Driven Subscriptions in PBRS
Data Driven Variables
Drag and Drop data driven standard variables into any part of the system. Create your own business constants and variables.
Add Visual To Power BI Export in PBRS
Summary and Underlying Data
Export Summary or Underlying data from specified visuals to Excel or CSV.

Date-Time or Event Triggers? Have Both!

PBRS provides advanced scheduling and distribution capabilities beyond what is available natively in Power BI.


PBRS allows you to schedule Power BI dataset refreshes and report exports at specific dates and times. You can also set up recurring schedules, such as hourly, daily, weekly, or monthly. Additionally, PBRS offers the flexibility to create custom frequencies like 4-4-5 or every other day.

Event and Trigger-Based Scheduling

PBRS provides the ability to schedule reports based on events and triggers. This means you can set up reports to run when specific conditions are met, such as when a database record is created, modified, or deleted, when data is received on a port, when an unread email exists in a folder, or if a file exists.

Unattended Scheduling

PBRS runs as a Windows service, allowing for unattended scheduling. Once you configure the schedules, you can set it up and let it run without manual intervention.

Exporting Reports

PBRS offers an export process that is not limited by the constraints of Microsoft's export-to-file API. This means you can export reports that exceed the 50-page limitation imposed by Microsoft. Additionally, you don't need a dedicated capacity Premium license to use PBRS, unlike Power Automate.


PBRS works seamlessly with various Power BI environments, including Power BI Service (Pro & PPU), Power BI Report Server (PBiRS - On-Premises), Power BI Premium, and all editions of SQL Server Reporting Services (SSRS).

PBRS Triggers

Dynamic & Data Driven Power BI Report Exports with Dataset Refresh.

Power BI Report Scheduler (PBRS) is a powerful tool that extends the capabilities of Power BI by providing advanced automation and customization features for report distribution. With PBRS, you can create dynamic and data-driven Power BI report exports, including dataset refreshes, filters, subscriptions, and more. Here's an overview of some key features and benefits:

Dynamic Filters

PBRS allows you to automatically populate report filters based on data from your database. You can set up filters to be dynamically updated before exporting the report, ensuring that recipients receive personalized and relevant data.

Dataset Refresh

You can trigger dataset refreshes before exporting a report, after exporting a report, or both. This ensures that the exported reports always contain the most up-to-date data. You can also schedule independent dataset refresh workflows that are not directly linked to report exports.

Data-Driven Subscriptions

PBRS enables you to use data from your database to define various aspects of report distribution. You can dynamically set destinations, formats (such as PDF or Excel), email addresses, body text, and more. This allows you to mass-generate, export, and deliver separate Power BI reports to individual recipients based on their specific requirements.

Data-Driven Packages

PBRS supports the creation of report packs by combining multiple reports into a single package. You can send multiple report exports in the same email as a "package." Additionally, PBRS can automatically merge multiple Power BI PDF or Excel exports into one file, with each report presented as a bookmark or tab in the final PDF or Excel workbook.

File Metadata

You can automatically set file metadata, such as Author, Title, Subject, and Tags, for the exported reports. This helps organize and categorize the exported files for easier management and searching.


PBRS allows you to fully customize the email body formatting using HTML. You can create personalized email templates and even use dynamic and data-driven HTML code to apply different themes for different clients or departments. This ensures that the exported reports align with your corporate branding and culture.

Overall, PBRS empowers you to automate and personalize the distribution of Power BI reports, making it easier to deliver relevant insights to stakeholders in a timely manner. It enhances the reporting infrastructure by integrating data-driven elements and dynamic filters, while also providing extensive customization options for the exported reports and email templates.

Ready to Install?

Automate your first report today!