In this Microsoft Power BI Tutorial, We will discuss what is Alerts in Power BI, How to set the data alerts in the Power BI Service, what are the different ways to receive the Power BI Alerts.
Also, We will see how to manage the Power BI Data alerts and what are the approaches to manage Power BI alerts. After all, We will see what are the advantages and disadvantages present in Power BI Alerts.
What is Power BI Alerts?
Power BI Alerts helps you to notify if there will be any changes happening in your Power BI dashboard. Here, the Power BI Data alerts depends on the Threshold limits.
If the threshold value changes above or below the limits that you set, then the user will get an alert notification.
Power BI Data alerts are supported in any platforms as Power BI mobile apps and in the Power BI Service.
Before working in the Power BI Alerts, You should know some important points as:
- If you have a Power BI Pro license, then only you can set alerts on the Dashboard tiles.
- If someone shares a Power BI dashboard and that should be a Premium capacity, then only you can set the Power BI Alerts.
How to set the data alerts in the Power BI Service
To set the data alerts in the Power BI Service, follow the below processes:
Go to the Power BI Dashboard. From the Product Quality tile (which is a Card visual), Select the three dots (…) as shown below.
Once you will click on the three dots, the below context menu will appear. Select the Manage alerts option.
When you will click on the Manage alerts option, you will see the below window. Here you have to add the alert rule for your specific tile.
To add, just click on the +Add alert rule as like below screenshot.
Here in this below screen, you have to enter all the values in each field as:
- Active: Enable the Active option to add the alert rule. (By default this option was enabled)
- Alert title: Provide a title to the alert. So that you can find your alert easily.
- Condition: Set an alert condition as above or below from the drop-down as per your requirement.
- Threshold: Provide a specific value (should be a numeric value) to Threshold.
- Maximum notification frequency: Choose any notification frequency either the alert notifies you once a day or once an hour. In this example, I have created an alert that will notify me once a day, if the number of product quantity goes above 15.
- Send me an email, too: If you will check this option, then you will get the alert notification by Email.
Once all the fields will be filled, just click on Save and close option as shown below.
If you want to integrate and trigger additional actions, then use the Microsoft Flow by using the below link:
Different ways to receive the Power BI Alerts
You can receive the alerts when you will do some changes and refresh the data in Power BI Dashboard. There are several things happening while the threshold value changes that you have set.
First, it will check the notification frequency whether it is more than an hour or more than 24 hours the option you have selected since the last alert.
There are two different ways to receive Data alerts in Power BI such as:
- Receive by using Power BI Notification center
- Receive by using Email
Receive by using Power BI Notification center:
When the Threshold value changes, then you can see the Power BI Alert icon on the tile itself. Also, you will get the alert in the Power BI Notification center as like the below screenshot.
Once you will click on the notification icon, then it will display all the details about the alert.
In this example, I have set the Threshold Limit is 15 (As per my requirement). When the limit is crossed above 15, then the alert has appeared in the notification center.
If you want to view the data tile, then click on Go to tile option as shown below.
Receive by using Email:
Also, you can get an alert by using your Email (Only if you have set the alert to send you an Email).
Once you change the threshold limit, then you can see the details of that alert by using email as below screenshot.
To view the card in the Power BI dashboard, Click on Go to dashboard option.
How to manage the Power BI Data Alerts
Here, We will see how we can manage the Power BI Data Alerts by using different approaches.
You can manage the alerts means if you want to modify something on alert or remove the alert, then you can do it by using the below approaches.
Different approaches to manage Power BI Alerts
You can manage the Power BI Alerts by using three different approaches as:
- By using the Power BI Settings menu
- By using the Power BI Dashboard Tile
- By using the Power BI Mobile apps
By using the Power BI Settings menu
If you want to modify or delete the Power BI Data Alerts, then you can do it by using the Power BI settings menu.
For that, Click on the Gear icon from the right top of the Power BI Service page and then click on Settings as shown below.
In the Power BI Settings page, click on the Alerts tab and then you can see the below window.
In that Alerts window, you can see your all Power BI Data alerts which you have set before.
If you want to change or modify the alerts, then you can change by using the Edit option. Similarly, If you want to remove the data alerts, then you can use the Delete option as shown in the below screenshot.
By using the Power BI Dashboard Tile
If you want to change or delete the Power BI Data Alerts from the Power BI Dashboard Tiles, then you can follow the below processes.
First, reopen the Manage alerts option from the card visuals in the dashboard. Once you will click on the Manage alerts option, you can see all the alert rules that you have already created.
To change the Data alerts in Power BI, click on the down arrow to the left of the alert name as shown below.
If you want to change the data from the alerts, then you can modify there and also if you want to remove the Power BI alert, then you can remove the alert by using the delete option as below screenshot.
Advantages and Disadvantages of Power BI Data Alerts
Power BI Data Alerts has some advantages and as well as disadvantages such as:
- Since the Power BI Alert option is not available in Power BI Desktop, So you can not set this option in Power BI Desktop. It will only work in the Power BI Service. Also, You can automate and integrate alerts with Microsoft Flow.
- Power BI Alerts will only work with the numeric data types.
- Power BI Alerts will not work with the static data. When you will refresh the data, it will work.
- It will not support card tiles with date/time measures.
- If you will make a KPI, Card or gauge visual and you will pin this visual to the dashboard, In this case, the Power BI Alerts will only work on streaming datasets.
- This alert will not support card tiles with a date or time measures.
You may like the below Power BI articles:
- Power BI Visualizations
- Power BI Custom Visuals
- PowerBI Report Filter using Slicer Visualization
- Power BI Change Data Type of a Column
- Power BI Query Group Tutorial
- Power BI Data Analysis Expressions (DAX) Tutorial
- How to Split Columns in Power BI
- Enter Data into Power BI Desktop
- Power BI Buttons
- Power BI Workbooks
- Power BI On-premises Data Gateway
Hence in this Microsoft Power BI Tutorial, We discussed what is Alerts in Power BI, How to set the data alerts in the Power BI Service, what are the different ways to receive the Power BI Alerts.
Also, We saw how to manage the Power BI Data alerts and what are the approaches to manage Power BI alerts. After all, we saw what are the advantages and disadvantages present in Power BI Alerts.
Hello Everyone!! I am Bhawana a SharePoint MVP and having about 10+ years of SharePoint experience as well as in .Net technologies. I have worked in all the versions of SharePoint from wss to Office 365. I have good exposure in Customization and Migration using Nintex, Metalogix tools. Now exploring more in SharePoint 2016 🙂 Hope here I can contribute and share my knowledge to the fullest. As I believe “There is no wealth like knowledge and no poverty like ignorance”