Question

How do I automate the export of paginated reports for different user groups?
This question explores the best practices for automating the export process of paginated reports in Power BI. It focuses on setting up an automated workflow that generates reports and exports them based on specific user group requirements. The approach should ensure that each group receives the appropriate report without manual intervention.

Answer 1

To automate the export of paginated reports for different user groups, you can use Power BI REST API in combination with Power Automate, Azure Logic Apps, or other orchestration tools. The goal is to create a dynamic and automated process where each user group receives a customized report version based on pre-defined criteria or filters.

Here’s a step-by-step approach:

1. Publish the paginated report to a workspace in Power BI Service that supports paginated reports (Premium or PPU).

2. Create a list of user groups and their parameter values (e.g., region, department) in a data source such as Excel, SQL, or SharePoint.

3. Use Power Automate or a custom script to loop through the list and for each group, call the Power BI REST API’s ExportToFile endpoint, passing in group-specific parameters to generate tailored report exports.

4. Once the report is generated, the workflow can email the report or save it to a shared location like OneDrive, SharePoint, or Azure Blob Storage, based on the user group.

This method ensures scalability and eliminates manual effort by automating report delivery based on user group segmentation, making it ideal for recurring operational or executive reporting needs.