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Set Data Alerts in the Power BI Service

Setup Data Alerts in Power Bi service

Power BI Service allows you to set Data Alerts to notify you when data in your dashboards changes beyond limits you set.

Before moving further you have to know:- How to create a Dashboard in Power BI?



Note:

  • Alerts can only be set on tiles pinned from report visuals, and only on Gauges, KPIs, & cards.
  • If you are Power BI Pro license user then you can set alerts on tiles in any other workspace, too.
  • Only you can see the alerts you set, even if you share your dashboard.
  • The dashboard owner can’t see alerts you set on your view of their dashboard.
  • Data Alerts does not support card tiles with date/time measures.
  • You cannot use String Data type here because Alerts only work with numeric data types.
  • Alerts only work on refreshed data. They don’t work on static data.

So, Let’s start with an example, Sample Dataset for Dashboard.

Year Actual Sales Target Sales
2015 245000 1300000
2016 1020000 1000000
2017 1300000 1300000
2018 700000 1600000
2019 200000 1000000
2020 200000 2500000
2014 200000 1300000

Step-1: Open Dashboard in Power BI Service. Here, we have two visuals: 1- Card & 2- Gauge Visual. I will set Data alert for Card visual.

Power Bi Dashboard

Power Bi Dashboard



Step-2: Now click to ellipse icon of card visual > Select Manage alerts.

Manage Alert

Manage Alert

Step-3: To create a new alert, click to “Add alert rule“. Ensure the Active slider is set to On, and give your alert a title. Titles help you easily recognize your alerts.

Manage Alert 1

Manage Alert 1



Step-4: Here, Alert notifies you once a day if the number of total Sales goes above 3900000.

Notification Frequency: Power BI checks to see if it’s been more than an hour or more than 24 hours. (depending on the option you selected) since the last alert.

Manage Alert 2

Manage Alert 2



Step-5: To check the alert, increase some sales values in backend and refresh the dataset manually or you can set the schedule refresh time.

Dataset Refresh Manually

Dataset Refresh Manually

Step-6: If you’ve set the alert to send you an email, you’ll get mail something like this in your Inbox.

Data Alert Mail

Data Alert Mail

Step-7: After sometime you will get the notification in Power BI Service & dashboard visual too.

Data Alert Notification

Data Alert Notification





How to Manage Data Alerts?

Click to Setting icon > Select Settings > after that click to Alerts tab

Manage Data Alert

Manage Data Alert

From here you can modify & delete the existing alerts.

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