How to send a TABLE via EMAIL using Power Automate // Beginners Guide to Power BI in 2021

in this video i want to show you how you can send table data from your power bi reports via email using power automate i'm going to show you how to do it step by step so you can follow along as well all of that and more so without further ado let's get started hi my name is fenan and welcome to the solutions abroad youtube channel where we cover tips tricks and best practices when working with power bi i upload new videos every week so make sure you hit that subscribe button and the bell icon to get notified when a new one is out so let's go through this sample report that i prepared for you today it is just one sales table if i go through the table view here it just shows you the total sales for a set of dates in a year and here in my report view of visualize the table here with a couple of new columns year month and day along with the total sales and a slider up here that allows you to control the range in this table view so now imagine you're a user and you want to filter the data or the total sales to just show the total sales for august and so we'll do here first of all so we'll say give me the data from the first to the 31st of august it will give you the sales for those days within the month and also the total underneath here and now let's say you were given a task to send this tabular data via email not the whole report itself but just the table values for august and in normal circumstances you can use the subscription method in the power bi service which allows you to send reports via email but the problem with this is that it only sends you the data let's say via image or pdf or a powerpoint but in this case we want to send the tabular data not an image file and we don't want to send the whole report just that specific table that we have here so how would you do that so to fill in this gap we can use power automate so to do that first let's add a new power automate button here and if you're using the latest versions of power bi this should be available to you as well so here it will let you create a button that triggers some tasks without leaving power bi but it's pretty much power ultimate within the power bi desktop view so the first couple of things that we'll ask you is we'll ask you to add data so in this case we want to give the total sales [Music] so the first thing that it will ask you is we'll ask for data so in this case we want to send the columns within our total sales table right here so now here what we'll do is we will give it our year we'll give it the month day and also total sales so we're excluding the date because we don't have that in this table but you can add that too doesn't matter and the next thing is to click the ellipsis and hit edit here so this will allow you to hook up actions based on this button so from here we can create a new cloud instant cloud flow which will allow you to add some actions once the power bi button is clicked now if you click new step so from here you can add a new operation now for the operation that we have here we'll need to use something called the select so this one if you click on the info here it selects the specified properties from all elements of the from array into a new array now if you're not familiar with that jargon don't worry just follow me step by step and you'll get exactly what it does so we'll click select and first it asks for a from and you'll see all of these values are mandatory so the from would be the uh the array that is just a collection of things right so in this case you'll just want to look for something called the power bi data so this will allow you to interact with the power bi data in tabular form so just select that and under maps is where you'll create your column value pairs that you want to select from your data so in this case we want the year month day and total sales so first create the name of the column and on the value we will look for the year so you will see it's denoted here power bi data year if you click that it will add it to that table we'll do the same thing for the month for the day and for the total sales so month will be month day will be day total sales would be total sales so now that we've selected that we'll save and we'll create a new step so from here we'll need to create the html table that will attach to our uh email so we'll type html here and here again we have something called create html table if you click on the info icon here it just creates a html table so pretty bug standard and you'll see we can add the from here and if i just select on the text box you'll see that it will suggest me something called the outputs so the output is essentially what we've just done from that select operation just above it so i'm saying whatever value you have selected on that operation have the output be created as a html table so pretty easy now the last step that we need to add here is now descending of the email itself now from here we'll just type email so we need to use send an email and we'll specify who to send it to so we will just send it to my email address and we can add a subject here so we'll say total sales for august and what we can do is we can add sort of dynamic content on any of these places in case we want to add some more detail about this email itself so let's say we want to add a timestamp of when this flow was triggered and in the body of the email and we can add text and the main important thing that we want to add is the output itself so now that that's done we'll just hit save and let's just rename this with something that is more descriptive so that we know to refer to it next time when button is clicked and table via email save and apply so now that's saved we now have um a flow that will create a table from the data that we have selected and send it via email so let's go back to our report here and you'll see that now we have a button that we can use so let's just put it at the bottom here i'm just going to rename the text so we'll just say send to email which is a bit more descriptive than just run flow and there you have it so i think everything is set up so what we'll do uh so we've selected just the august months here on our table and we're gonna click send to mail now that it's triggered there first let's verify that the flow actually ran so i'm gonna go to the flow here on the website so you can just type power automates and log in using the same credentials that you have logged in on your power bi desktop under your flows my flows you should be able to find the flow that we've created so here you can see uh under the run history when we have triggered that uh that flow you'll see that it's succeeded so here you go you'll see that your operations all ran successfully and it gives you some details like how long it took to run which is not a problem at this point so now let's check my email to see if that data has been received so here we are on my personal email and you can see that we did indeed receive that email you'll see that the name the subject that we have and also the time stamp that we have added which is this you'll see it's a little bit wrong so i think we'll just try to fix that quickly and so what it's done is it summarized the columns that we have added into the button itself so it doesn't really give us the correct values um and if we go back here you'll see um if you click the button under some of these you will have it's been summarized so just click done summarize if you have this problem just make sure everything is not summarized and then let's trigger it again so here you have it so here now you have a version of your table in power bi converted into html table and then sent to you via email using power ultimate which is really awesome and that's really it for this video i hope it helped you understand how easy it is to start sending tabular data from your power bi reports using the power automate visual thanks for watching as usual give this video like if you found it useful give it a dislike if you didn't so i know to do better for next time ask your questions in the comment section box below so i can help you and you can help others if you really like this video we have a patreon page where you can support the channel and get exclusive perks like early access demo files and credits at the end of these videos thanks again for watching and see you in the next one bye

Channel: Solutions Abroad

Views: 32,437

Keywords: solutions abroad, power bi, powerbi, power bi tutorials, power bi for beginners, beginners guide to power bi, data analytics, dax, data modelling, data visualisation, business intelligence, power bi 2021, power bi how to, how to power bi, power bi send email, power bi email, power bi power automate, power automate, power bi html table, power bi automation, power bi send automation, power bi email automate

Id: 8OTVKkcksXM

Length: 10min 40sec (640 seconds)

Published: Wed Sep 29 2021