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Hi everyone,
I’m currently working on building Power BI dashboards to track performance metrics, and I wanted to automate the process.
Specifically, I would like to:
• Automatically refresh my Power BI dataset on a scheduled basis.
• Trigger an email alert when a KPI (for example, ridership or performance rate) goes above or below a certain threshold.
• Ideally use Power Automate for this integration.
I wanted to ask:
What is the best way to connect Power BI with Power Automate for KPI-based alerts?
Should I use data-driven alerts, Power Automate flows, or both?
Are there any best practices to ensure this works reliably?
I’m still learning the Power Platform ecosystem, so any guidance would be greatly appreciated. Thank you!
For dataset refresh just configure scheduled refresh in Power BI Service. It’s stable and built for that. I don’t usually trigger refresh from Power Automate unless there’s some upstream dependency that really needs orchestration.
For KPI alerts, you can use data driven alerts, but they’re limited. They only work on dashboard tiles and simple thresholds.
What I normally do is use Power Automate with the Power BI connector and run a DAX query against the dataset on a schedule. Pull the KPI value, evaluate it in the flow and send an email if it crosses the threshold. That gives you full control, more complex logic, whatever you need.
Note - Don’t run the flow at the exact same time as the dataset refresh. Give it a buffer, and ideally check that the last refresh succeeded before evaluating the KPI. Otherwise you’ll send alerts on stale data.
If this helped solve your issue, please mark it as ✅ Accepted Answer.
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Thanks,
Tharusha
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