Configuring subscriptions and data alerts in Power BI enables users to stay informed about their data through automated notifications and scheduled report deliveries. These features enhance productivity by ensuring stakeholders receive timely information based on predefined conditions or schedules.…Configuring subscriptions and data alerts in Power BI enables users to stay informed about their data through automated notifications and scheduled report deliveries. These features enhance productivity by ensuring stakeholders receive timely information based on predefined conditions or schedules.
Subscriptions allow users to schedule automatic email deliveries of Power BI reports and dashboards. To configure a subscription, navigate to the report or dashboard, select the subscribe option, and specify the frequency (daily, weekly, or after data refresh). You can customize the subject line, include a preview image, and add a link to the report. Subscriptions can be created for yourself or other users within your organization who have appropriate permissions. The recipient must have a Power BI Pro or Premium Per User license to receive subscriptions.
Data alerts provide notifications when specific metrics in your dashboards meet certain thresholds. These alerts work exclusively with dashboard tiles containing numeric data such as cards, gauges, and KPIs. To set up an alert, select the tile, choose the alert bell icon, and define your conditions including the threshold value and notification frequency. You can configure alerts to trigger when values go above, below, or equal to your specified limit. Notifications can be sent via email and the Power BI notification center.
From a security perspective, administrators can control subscription and alert capabilities through tenant settings in the Admin Portal. This includes managing who can create subscriptions, whether external email addresses can receive subscriptions, and setting limits on subscription frequencies. Organizations should establish governance policies around these features to prevent excessive email generation and ensure sensitive data is distributed appropriately.
Both features integrate with Power Automate, enabling more complex automation scenarios such as triggering workflows when alerts fire or enhancing subscription delivery mechanisms. Understanding these configurations helps analysts maintain data-driven decision-making while ensuring proper security controls are maintained throughout the organization.
Configure Subscriptions and Data Alerts in Power BI
Why It Is Important
Configuring subscriptions and data alerts is crucial for proactive data monitoring and report distribution. These features enable organizations to automate the delivery of insights to stakeholders, ensuring decision-makers receive timely information when data changes or meets specific thresholds. This automation reduces manual effort and ensures critical business metrics are monitored continuously.
What Are Subscriptions and Data Alerts?
Subscriptions allow users to schedule automatic email delivery of Power BI reports and dashboard tiles. Recipients receive snapshots of the report at specified intervals, keeping them informed even if they don't actively access the Power BI service.
Data Alerts are notifications triggered when data in dashboard tiles crosses predefined thresholds. When a KPI, gauge, or card visual exceeds or falls below a set value, Power BI sends an email notification to the alert creator.
How Subscriptions Work
- Users can subscribe themselves or others to reports and dashboards - Subscriptions require a Power BI Pro or Premium Per User license - Email delivery can be scheduled daily, weekly, or after data refresh - Subscriptions can include a link to the report or an attached PDF/PowerPoint - Report owners can enable or disable subscriptions for their content - Subscriptions respect row-level security (RLS) settings
How Data Alerts Work
- Alerts can only be set on dashboard tiles containing card, KPI, or gauge visuals - Alerts are personal and can only be created by the individual user - Users set a threshold value and choose whether to alert above or below that value - Notifications are sent via email and optionally to the Power BI mobile app - Alert frequency can be set to hourly or daily maximum - Alerts check data only when data refreshes occur
Configuration Requirements
- Power BI Pro or Premium Per User license required for both features - For subscriptions to others, the subscriber needs appropriate permissions - Dashboard tiles must be pinned from reports with supported visual types for alerts - External email recipients can receive subscriptions if allowed by tenant settings
Admin Controls
Power BI administrators can manage subscription and alert settings through the Admin Portal: - Enable or disable subscriptions for the organization - Allow or restrict external email recipients - Configure email attachment options - Set limits on subscription frequency
Exam Tips: Answering Questions on Configure Subscriptions and Data Alerts
1. Remember the visual limitations: Data alerts only work with card, KPI, and gauge visuals on dashboards, not reports.
2. Understand licensing requirements: Both features require Pro or Premium Per User licenses. Know that Premium capacity allows Pro users to share with free users, but subscriptions still follow license rules.
3. Know the difference: Subscriptions deliver scheduled snapshots; alerts trigger based on data threshold conditions.
4. RLS awareness: Subscriptions respect row-level security, so recipients see data according to their permissions.
5. Alert timing: Remember that alerts only evaluate when data refreshes, not in real-time.
6. Personal nature of alerts: Unlike subscriptions, you cannot create data alerts for other users.
7. Focus on scenarios: Exam questions often present business scenarios asking which feature to use. Choose alerts for threshold monitoring and subscriptions for regular report distribution.
8. Admin settings matter: Be aware that tenant administrators control whether these features are available and their scope.