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Managing Power BI subscriptions just got easier

Subscriptions have become a popular way to stay connected with your reports and dashboards via email. As more users have begun to use subscriptions, we’ve received feedback that managing all these subscriptions can be challenging. We’ve heard you and we’re excited to announce new functionality that makes managing subscriptions a whole lot easier. Read on to learn more!

Introducing new capabilities for workspace admins

Users that have been assigned the admin role in a workspace can now view all subscriptions that have been created for Power BI reports, dashboards or paginated reports in that workspace, regardless of owner. Information on the subscription name, owner, report or dashboard name, and content type is provided. Navigate to this view by either selecting the gear icon from the menu bar > Settings > Subscriptions, or from the subscriptions pane, selecting Manage all subscriptions.

Subscription management page as viewed by a workspace admin in the AdventureWorks Demo workspace in Power BI

In addition to viewing all subscriptions associated with a workspace, workspace admins can now also make edits or take over subscriptions that are not their own. If, for example, the owner of a subscription is on vacation and a new recipient needs to be added to their subscription, an admin can do this by selecting the edit icon and making the necessary updates to the subscription. The owner of this subscription will receive an email notification that their workspace admin has made an edit.

Workspace admin hovers on edit action for a subscription for which they are not they owner

By selecting the take over icon, admins can take over ownership of subscriptions in that workspace. This can be useful in cases where the original owner switches teams within an organization or leaves an organization. Once the admin has confirmed they wish to take over a subscription, the original owner will receive an email notifying them of this action and will no longer see this subscription in their list of subscriptions.

Workspace admin hovers on take over action for a subscription for which they are not they owner

Improvements for non-admins

Users who are not workspace admins will also have access to this updated subscription management page. These non-admin users (i.e., users assigned the role of member, contributor, or viewer) will only be able to see their own subscriptions from this page.

All users, both admins and non-admins, can search through their subscription by keyword as well as sort any of the columns alphabetically.

See all your subscriptions in one place

Users will now be able to view all subscriptions they own in a single place. From My workspace, navigate to the subscriptions management page by either selecting the gear icon from the menu bar > Settings > Subscriptions, or from the subscriptions pane, selecting Manage all subscriptions.

On this page, you will see all subscriptions you currently own across all workspaces in Power BI.

Subscription management page viewed in the context of My workspace in the Power BI service

Expect to see these updates in your Power BI environment in the coming week. As always, please leave any feedback or questions below. We always look forward to hearing from you!

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