BI Administration, Business Intelligence, Microsoft Certification, PL-300, Power BI

Configure Subscriptions and Data Alerts in Power BI (PL-300)

 
This post is a part of the PL-300: Microsoft Power BI Data Analyst Exam Prep Hub; and this topic falls under these sections:
Manage and secure Power BI (15–20%)
   --> Create and manage workspaces and assets
      --> Configure Subscriptions and Data Alerts

Note that there are 10 practice questions (with answers and explanations) at the end of each topic. Also, there are 2 practice tests with 60 questions each available on the hub below all the exam topics.

Overview

Subscriptions and data alerts in Power BI are notification and monitoring features that help users stay informed about changes in data without actively logging into reports or dashboards. For the PL-300 exam, candidates are expected to understand when to use each feature, how they are configured, their limitations, and how they fit into content distribution and governance.

Power BI Subscriptions

What Is a Subscription?

A subscription sends scheduled email notifications containing a snapshot or link to a report page or dashboard. Subscriptions are designed for passive consumption, allowing users to stay updated on key metrics.

Key Characteristics of Subscriptions

  • Can be created for:
    • Reports
    • Report pages
    • Dashboards
  • Delivered via email
  • Can be scheduled (daily, weekly, etc.)
  • Can include:
    • An image of the visual
    • A link to the content
  • Respect Power BI security and permissions

Types of Subscriptions

TypeDescription
User subscriptionA user subscribes themselves to content
Subscription for othersRequires appropriate permissions (often via workspace or app)

Requirements and Limitations

  • Users must have access to the underlying content
  • Subscriptions do not bypass Row-Level Security (RLS)
  • Report subscriptions require:
    • Content to be hosted in Power BI Service
    • Dataset refresh to be functioning correctly
  • Some advanced features require Power BI Pro or Premium capacity

When to Use Subscriptions (Exam Scenarios)

  • Executives want regular snapshots of KPIs
  • Stakeholders prefer email updates over interactive dashboards
  • Reporting needs are scheduled and predictable

Power BI Data Alerts

What Is a Data Alert?

A data alert notifies users when a numeric value crosses a defined threshold. Alerts are event-driven rather than time-based.

Supported Content for Alerts

  • Dashboard tiles only
  • Must display a single numeric value
  • Examples:
    • Card visuals
    • KPI tiles
    • Gauge tiles

❌ Data alerts cannot be set on report visuals directly.

Alert Triggers

Users can configure alerts based on:

  • Greater than
  • Less than
  • Equal to

Alerts can be delivered via:

  • Email
  • Power BI Service notifications

Alert Behavior

  • Alerts are evaluated after dataset refresh
  • Alerts trigger only when thresholds are crossed
  • Can be turned on/off without deleting

When to Use Data Alerts (Exam Scenarios)

  • Monitoring thresholds (e.g., sales below target)
  • Detecting operational issues
  • Requiring immediate action rather than scheduled updates

Subscriptions vs. Data Alerts (PL-300 Favorite Comparison)

FeatureSubscriptionsData Alerts
TriggerSchedule-basedThreshold-based
ContentReports, pages, dashboardsDashboard tiles only
PurposeInformational updatesException monitoring
DeliveryEmailEmail + notifications
Requires dashboardNoYes

Permissions and Governance

  • Users must have view access to subscribe or create alerts
  • Alerts and subscriptions respect RLS
  • Workspace admins can control who can:
    • Share content
    • Create subscriptions for others
  • Subscriptions support centralized distribution when combined with Power BI apps

Common PL-300 Exam Pitfalls

  • Assuming alerts work on report visuals ❌
  • Confusing subscriptions with data-driven alerts ❌
  • Forgetting that alerts require dashboard tiles ❌
  • Assuming subscriptions ignore security ❌

Exam Tip Keywords to Watch For

If the question mentions:

  • “Notify when a value exceeds a threshold” → Data Alert
  • “Send weekly email updates” → Subscription
  • “Dashboard tile” → Data Alert
  • “Passive consumption” → Subscription

Summary

To succeed on the PL-300 exam, you should be able to:

  • Configure report and dashboard subscriptions
  • Understand when subscriptions vs. alerts are appropriate
  • Recognize feature limitations and permissions
  • Choose the correct solution based on business requirements

Practice Questions

Go to the Practice Questions for this topic.

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