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Power BI or SharePoint List Tailored Notifications

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Hello,

I would like to send out an e-mail from data alert in Power BI (with the data source being SharePoint List) based on who the data affects. For example, if a specific task that a specific person is in charge of is getting close to the deadline, is there a way to notify only that one person rather than sending it out to everyone who is working on all the tasks collectively?

Thank you!

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v-yamao-msft on at

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Re: Power BI or SharePoint List Tailored Notifications

Hi @Anonymous,

Are you working with PowerBI Manage alerts? What do you mean by a specific task that a specific person is in charge of?

If you are working with Manage alerts, per my certain knowledge, it seems that we are not able specify another person in charge of it.

While we could create a flow with the trigger When a data driven alert is triggered, following by the action send an email to someone you want.

Please share more details on your scenario.

Best regards,

Mabel Mao

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Community Power Pla... on at

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Re: Power BI or SharePoint List Tailored Notifications

Yes, that is what I'm looking for. I'm trying to figure out if there is a way I can create a flow to do that.

For example, the 'owner' of task 1 and task 3 is Person 1 and the 'owner' of task 2, 4, and 5 is Person 2. In my Power BI, I have set up a Gantt that if a task deadline/ end date is coming up within a certain number of days, the bar turns red. If task 2's bar turns red, I would like an automated e-mail that sends to Person 2 without sending anything to Person 1.

Is this possible? Thank you

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Community Power Pla... on at

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Re: Power BI or SharePoint List Tailored Notifications

Hi @Anonymous,

I have a suggestion on how to do this:

Create a calculated column (something like [Deadline Column]-TODAY()) in the SharePoint list
Have a daily flow go through all the list items (rows),
Check if the calculated days until deadline is below a threshold
You could also calculate the days until a deadline in this step
Send an email to the task-specific person.
This requires that the SharePoint list you have has a task-specific email on each row.

Here's an example Flow with dummy data:

Another more tedious alternative would be utilizing data-driven alerts in PowerBi:

Create a card visual for each task in your Gantt chart, where you have calculated the certain number of days before a deadline/end date.
Pin these card visuals to a dashboard.
Create alerts for these card visuals with the threshold you specify, e.g. days until deadline <= 5 for the alert to set.
Make this alert a trigger in Flow and send an email to the task-specific person.

Here are some visual aids for the Power BI (from an example I've made with overbooking):

Create alert for a Power BI dashboard card visualSpecify alert thresholdCreate flow with Power BI data-driven alert triggerSpecify who to send the email to when a alert is set

The trouble is you have to make separate alerts and flows for each task-specific person.

.

Regards,

T

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