How to EMBED a Power BI Report DATA Directly Into An Alert Driven EMAIL Using Power Automate

Learn how to set up a Power Automate flow that allows you to embed data from a Power BI report directly into an email. The email can then be triggered as a data alert when a specific value in the Power BI report is out with a given threshold.

In this example, I’ll be using Power Automate to send an email alert to a maintenance manager if the maintenance cost YTD is greater than the maintenance budget YTD.

The Power Automate flow will be designed to run every month. It will get the value for the cost vs. budget percentage difference. If it’s above 0 i.e. is over budget, then I’ll send an alert email.

The email will contain a table showing each month of the year and the budget cost, actual maintenance cost and budget vs. actual cost difference %. It will also contain a link to the original report in Power BI.

Note this approach uses:
- Power BI to provide the data
- Power Automate to process the logic that decides what action to carry out
- Power Automate to format and send out the email

You will also dip into:
- Power BI Queries
- JSON file structure
- Power Automate Expressions
- HTLM style formatting

The good news is that I’ll talk you through each of these technologies step-by-step.

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⏩ Video Navigation
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00:00 - Introduction
01:34 - Creating Power Automate Query
04:35 - Extract Trigger Value from Dataset
07:35 - Carry Out Comparison with Trigger Value
08:21 - Extract Dataset from Power BI
10:51 - Defining the Table Headings
15:10 - Formatting the Table Numbers
16:56 - Creating the HTML Table of Values
18:02 - Formatting the HTML Table
20:03 - Create Email With Embedded Data Table
21:08 - Format subject value using formatNumber expression
22:18 - Add embedded data table to email

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🎓 Power BI Dashboard Training
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👉FREE Power BI Quick Start Course - Learn how to create your first dashboard in around 90 minutes!
https://effectivedashboards.com/power...

👉 Power BI Quick Start PLUS - Learn how to craft KPI management dashboards that really do help you, your boss, and your peers make better decisions!
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📁 Resources
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👉Access to the source PBIX files for my YouTube videos:
https://effectivedashboards.com/cours...

👉Article series on creating a maintenance management system data model and how to address the human factors of data collection for improved data quality. (This is not just relevant to maintenance and reliability data).
https://effectivedashboards.com/data-...

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📁 Resources and Sources Related to This Video
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👉Curbal YouTube channel exporting data to Power Automate playlist
   • Export data from Power BI  

👉Formatting Numbers and Dates in Power Automate
https://zeitgeistcode.com/power-autom....

👉Working with JSON files in Power Automate
https://tomriha.com/how-to-get-a-spec....

https://tomriha.com/how-to-select-spe....

👉Working with Arrays in Power Automate
https://zeitgeistcode.com/power-autom...

👉HTML Table Creator
https://codebeautify.org/html-table-g...