In today’s data-driven world, businesses are constantly working with large amounts of dynamic information. With data evolving rapidly, tracking changes and maintaining historical records becomes a challenge, especially when working with tools like Power BI. One of the common concerns I’ve come across in my consulting work is the need to take recurring backups or exports of Power BI reports and store them in a safe location for future reference.
In one particular case, I worked with a client who had a pressing need for regular “snapshots” of their Power BI reports. Their data was changing constantly, and even the historical data required updates as business decisions were based on these shifts. This client needed a solution that would automatically create and store these monthly snapshots, allowing them to reference older versions of their reports at any time.
Does this scenario sound familiar to you? Maybe you’re a business analyst, data professional, or IT manager tasked with maintaining historical records of your company’s reports. The problem is clear: how do you automate the process of exporting and storing Power BI reports on a recurrent basis, without having to invest in premium licenses or build overly complex workflows?
The Traditional Approach: Power Automate
Power Automate is often the go-to solution when you need to automate repetitive tasks, and exporting Power BI reports is no exception. You can set up a flow that takes care of this task by scheduling the export of reports at regular intervals—daily, weekly, or monthly—depending on your needs. It works by allowing you to define specific triggers and actions, which automate the process of exporting and storing reports.
In fact, Power Automate has a lot of power and flexibility, but it comes with a learning curve. You need to invest time in designing and maintaining the workflow, ensuring that it runs without failure, and testing different configurations. And while Power Automate is robust, it might not be the most seamless solution for everyone, especially for users without technical backgrounds. Additionally, some features in Power Automate require premium licensing, which can be an added cost for businesses that don’t already have premium-level Power BI subscriptions
For small to medium-sized businesses or departments looking for an easy and cost-effective way to schedule and distribute their Power BI reports, investing in premium subscriptions or building out custom flows might feel like an overkill.
Enter PBI Flow: The Effortless Solution
This is where PBI Flow shines. PBI Flow is a robust, easy-to-use tool designed specifically for those who want effortless scheduling and report distribution for Power BI without the need for premium licenses or complex automation setups.
With PBI Flow, you can easily automate the process of exporting and distributing Power BI reports on a recurrent basis, whether that’s daily, weekly, or monthly. It gives you the ability to create scheduled exports which can then be sent via email to individual recipients or groups..
What’s truly remarkable about PBI Flow is its simplicity. It removes the hassle of configuring complex flows or worrying about premium licensing, which can be a major concern for organizations working with limited budgets. This tool enables you to set up automatic report distribution with just a few clicks, allowing you to focus on your core tasks rather than managing workflows.
Let’s break down some of the key advantages of using PBI Flow:
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Custom and Flexible Reporting
PBI FLOW goes beyond basic report sharing. By automating report generation, scheduling, and distribution, it caters to various user preferences and workflows across industries. With PBI FLOW, everyone gets the data they need, in the format they prefer, directly in their inbox. This not only improves user adoption but also unlocks the true potential of your Power BI reports, driving impactful business decisions across your organisation.
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Export with No Limitations
PBI FLOW allows users to export all the pages of the report even with a Pro license which isn’t possible directly in Power BI through their ‘Subscribe to emails’ option. -
Customized Email Subscriptions
Want to unlock the full potential of your report subscriptions? Our solution goes beyond basic email alerts. Craft highly customized subscriptions tailored to each recipient’s needs, creating a truly personalized and impactful reporting experience.
How Does It Work?
PBI Flow is designed with simplicity and ease of use in mind. The tool integrates seamlessly with your existing Power BI environment, enabling you to schedule recurring report exports without disrupting your current workflows.
Here’s a quick overview of how it works:
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Create a PBI Flow Account
You can start by registering for a free trial here where you could sign up by filling in all the mandate field. You would get a verification email having the link to activate the account. -
Connect to Power BI
Once your account is set up after successful authorization, connect PBI Flow to your Power BI workspace. The connection is secure and enables PBI Flow to access your reports for scheduled exports. -
Schedule Your Exports
Define the frequency at which you want to export and back up your reports. PBI Flow allows you to create custom schedules based on your specific needs, whether it’s daily, weekly, or monthly. -
Choose the email recipient
you can send these reports to multiple users and can even personalise each email with the recipient’s name. -
Monitor and Manage
PBI Flow provides an easy-to-use dashboard where you can monitor your scheduled exports, review the report history, and ensure that everything is running smoothly.
Conclusion: A Better Way to Manage Power BI Report Distribution
For organizations that rely heavily on Power BI for their reporting needs, PBI Flow offers a game-changing solution for automating report exports and backups without the need for premium licensing or complex workflows. The tool’s simplicity, combined with its powerful automation capabilities, makes it an ideal choice for businesses of all sizes looking for a cost-effective and effortless way to distribute and store their Power BI reports.
If you’ve ever struggled with manually exporting Power BI reports or setting up cumbersome workflows, it’s time to simplify the process. With PBI Flow, you can ensure that your reports are always backed up and accessible, giving you peace of mind and freeing up your time for more important tasks.
Interested in trying PBI Flow for yourself?
Start your free trial today and experience the convenience of automated Power BI report distribution!