Power Automate Visual Use Cases for Power BI Reports

Power Automate is an automation tool developed by Microsoft with the intention to allow citizen developers to access the capability of automation in day-to-day tasks. Whether you are an IT, Marketing, Finance, or HR professional, you will be able to use Power Automate.

With the help of power automation one can create a flow to send an alert email whenever a new row is created in a SharePoint list.

Power Automate Visual is a powerful tool that allows users to automate tasks and streamline processes within their Power BI reports. By integrating Power Automate Visual into Power BI, users can enhance the functionality of their reports and increase efficiency in performing various actions. Let’s explore some key features and capabilities of Power Automate Visual.

1. Send emails directly from a Power BI report

One of the standout features of Power Automate Visual is the ability to send emails directly from a Power BI report. This functionality enables users to automate the process of sharing insights and data with stakeholders or team members. By setting up automated email notifications, users can ensure that important information is communicated in a timely manner without manual intervention.

2. Perform tasks like writing to SharePoint lists

Another useful capability of Power Automate Visual is the ability to perform tasks like writing to SharePoint lists. With this feature, users can automate data entry and updates to SharePoint lists based on conditions or triggers defined within the Power BI report. This not only saves time and effort but also ensures data consistency and accuracy across different platforms.

3. Add visual to Power BI and pin for easy access

Power Automate Visual allows users to add custom visuals to their Power BI reports and pin them for easy access. By integrating custom visuals created using Power Automate, users can enhance the visual appeal of their reports and provide more interactive and immersive data experiences. Pinned visuals ensure that important insights are prominently displayed and easily accessible to report viewers.
In conclusion, Power Automate Visual is a versatile tool that empowers users to automate tasks, enhance data visualization, and streamline processes within Power BI reports. By leveraging the capabilities of Power Automate Visual, users can save time, improve efficiency, and unlock new possibilities for data-driven decision-making.

Options to Implement

Step 1: Create your report on the Power BI desktop and import power automate visual, from custom visuals (Third party visuals) onto the page.

In Power BI Desktop, you can also add the visual from the ribbon. On the Insert tab, select Power Automate (preview) in the Power Platform section.

Step 2: Click on the power automate visual ellipses to edit the visual & add data in place.

One of the primary functionalities of the Power Automate Visual is its ability to select items within a table or visual. This feature allows users to interact with the data directly, enabling them to choose specific data points for further analysis or action. By simply clicking on the desired items, users can initiate automated processes or view additional details related to the selected data.

You can share item to SharePoint, create a task, share in a mail, message to team & many more using power automate.

Step 3: You can start from scratch or start with one of the built-in templates as an example. To start from scratch, select New > Instant cloud flow:

Example: We have certain orders which are delayed for shipping, here are some details you can see in screenshot,

Step 4: Search for Power BI connector and then choose trigger as power BI button clicked. Click on New Step and search for Power BI as a connector and Export to file for power BI reports as an action.

Once you select + New step, you can choose a subsequent action or specify a Control if you want to specify additional logic to determine the subsequent action.

Also you may create a new step and search for Gmail or Outlook and select send an email as an action.

Customize Email Subject and Body

Customizing the email subject and body is essential for effective communication with your audience. When crafting an email, the subject line is the first thing recipients see, so it needs to be attention-grabbing and relevant to encourage them to open the email. Similarly, the body of the email should be personalized and engaging to keep the reader interested.

To customize the email subject, consider using the recipient’s name or referencing specific information that is relevant to them. This personal touch can increase the likelihood of the email being opened. Additionally, make sure the subject line is concise and to the point.

When customizing the email body, think about the tone and style that best represents your brand. Use language that resonates with your audience and conveys your message clearly. You can also include visuals, such as images or videos, to make the email more engaging.

Step 5: For sending in email, you need to click on add dynamic connect from the apps using Power BI connector (Email Address/User Email). There you need to give subject & use dynamic content for better email input. After that you just need to save & apply the tab after renaming it.

After Saving the Tab, You need to run & apply then one text box like (Run Flow) will be in report (You may rename, format it) in Format pane.

Run, Edit, Turn On/Off Flow as Needed

Flexibility is key when it comes to managing flows. The ability to run, edit, and toggle flows on or off as needed empowers users to adapt to changing requirements and optimize automation processes.

Running Flows: Initiating the execution of a flow enables the automation of tasks without manual intervention. This feature is especially useful for time-sensitive operations or repetitive actions.

Editing Flows: Modifying existing flows allows for customization and refinement based on evolving business needs. Be mindful of the impact of changes on interconnected processes to maintain consistency.

Turning On/Off Flows: The ability to enable or disable flows provides control over when automation should be active. This feature is handy for temporarily pausing workflows or troubleshooting issues.

Step 6: Be sure to filter and select before triggering this flow & you must accept that you will receive lots of subscribed E-mails on the Pop-up menu.

Now Click on Send E-mails after choosing some values.

Step 7: Click on Advanced options and fill the attachments using dynamic content, save the flow and Test it.

Place the visual according to your choice and run the flow to trigger the action and send a mail to defined users.

You will receive auto-generated mail from Power BI & as well the receiver showed in screenshot.

Utilize for Various Automation Tasks

Automation has revolutionized the way we work and interact with technology. By leveraging the content presented in this blog, you can explore a multitude of opportunities for automation across different domains. Here are some ways you can utilize the information for automation tasks:

Workflow Automation: Identify repetitive tasks in your workflow and use automation tools to streamline processes, increase efficiency, and reduce human error.

Data Processing: Extract valuable insights from data by implementing automation scripts or tools that can analyze, categorize, and visualize information automatically.

Task Scheduling: Automate routine tasks such as backups, updates, and notifications by setting up schedules or triggers based on the content guidelines provided.

License Required

This will work on the latest license Power BI have, Premium Per User License (PPU).