Notifications⚓︎

In Settings > Notifications, Master users configure how PowerBI Portal sends emails and customize the content of each notification. The tab has two sections: Email Configuration and Notification Types.

Email Configuration⚓︎

By default, PowerBI Portal sends emails with its own email settings. To send them through your own mail server, turn on Enable Custom Configuration and choose an option in SMTP Configuration. Click Save when you are done.

Custom⚓︎

You may need to contact your IT department to get the correct information for your SMTP server.

1. Host: enter the address of the SMTP server that will handle your emails.
2. Port: enter the port the SMTP server uses to send emails.
3. Security: select the encryption used by your SMTP server: Auto, None, SSL/TLS, STARTTLS or TLS (When Available).
4. Username: enter the account used to sign in to the SMTP server.
5. Password: enter the password for the username. After you save, the password is hidden. Click Change to replace it.
6. Anonymous Authentication: turn it on if your SMTP server doesn't require authentication. The username and password are then not needed.
7. From Address: optional. Enter the email address visible to your recipients. Make sure the account in Username has permission to send emails on behalf of this address. If you leave it empty, the Username is used.
8. From Name: optional. Enter the name visible to your recipients.

Office 365 and Google⚓︎

Enter the Username and Password of the account that sends the emails, and optionally the From Address and From Name. The host and port are set automatically (smtp.office365.com on port 587 for Office 365, and smtp.gmail.com on port 465 for Google).

Office 365 OAuth⚓︎

Fill in the following fields, which you obtain in the Office 365 OAuth setup:

• Microsoft Client ID
• Microsoft Client Secret: after you save, the secret is hidden. Click Change to replace it.
• Microsoft Tenant ID
• From Address: the mailbox that sends the emails.
• From Name: optional.

The host (smtp.office365.com), port (587) and security (STARTTLS) are set automatically.

Google OAuth⚓︎

Paste the Google service account key in Service Account JSON, and enter the mailbox that sends the emails in From Address. PowerBI Portal sends the emails as that mailbox, using domain-wide delegation. From Name is optional.

The host (smtp.gmail.com) and port (465) are set automatically.

Notification Types⚓︎

In this section, you can enable or disable each notification and customize its email for each language. If you don't customize a template, the default PowerBI Portal message is sent.

The available notifications are:

To customize a notification:

1. Turn the switch next to the notification on or off to enable or disable it.
2. Expand the notification and select a language tab (EN, PT, ES, FR, DE or CN).
3. Edit the Subject and the Body. The body is a rich text editor, so you can use plain text or HTML and add links and images.
4. Click Save.

To clear the custom subject and body of a notification in all languages and use the default message again, expand it, click Reset, confirm, and then click Save.

You can use the following tokens in the subject and body. Click a token in the page to copy it.

Office 365 OAuth setup⚓︎

Use this setup to send emails through Office 365 with Microsoft OAuth, without a user password.

Prerequisites⚓︎

• Microsoft 365 account (Office 365)
• Admin access to Azure Portal
• Admin access to Microsoft 365 Admin Center (for some settings)

Part 1: Create App Registration in Azure Portal⚓︎

Go to Azure Portal⚓︎

• Go to https://portal.azure.com
• Sign in with your Microsoft 365 admin account
• Search for "Azure Active Directory" or "Microsoft Entra ID" in the top search bar
• Click on it

Create App Registration⚓︎

• In the left menu, click "App registrations"
• Click "+ New registration"
• Fill in the registration form:
  • Name: Email SMTP Service (or any name you prefer)
  • Supported account types: Select "Accounts in this organizational directory only (Single tenant)"
  • Redirect URI: Leave blank (not needed for SMTP)
• Click "Register"

Note the Application (Client) ID and Tenant ID⚓︎

After creation, on the app overview page:

• Copy and save the Application (client) ID (GUID format)
• Copy and save the Directory (tenant) ID (GUID format)

Keep these values, you'll need them to configure PowerBI Portal.

Part 2: Create Client Secret⚓︎

Generate Client Secret⚓︎

• In your app registration, go to "Certificates & secrets" in the left menu
• Click the "Client secrets" tab
• Click "+ New client secret"

• Fill in the details:

  • Description: SMTP Client Secret (or any description)
  • Expires: Choose expiration period (recommended: 24 months)

• Click "Add"

Save the Secret Value⚓︎

• IMMEDIATELY copy the "Value" (the secret string)

• Save this secret securely.

Part 3: Configure API Permissions⚓︎

Add SMTP Permissions⚓︎

• In your app registration, go to "API permissions" in the left menu
• Click "+ Add a permission"
• Select "APIs my organization uses"
• Search for "Office 365 Exchange Online"
• Click on "Office 365 Exchange Online"
• Select "Application permissions" (NOT Delegated permissions)
• Check the box for "SMTP.SendAsApp"
• Click "Add permissions"

Grant Admin Consent⚓︎

• Still on the API permissions page
• Click "Grant admin consent for [Your Organization]"
• Click "Yes" to confirm
• Wait a few seconds — the status should change to a green checkmark ✓

Your permissions should now show:

Part 4: Register Service Principal in Exchange Online⚓︎

Prepare PowerShell and Connect⚓︎

1. Open PowerShell as Administrator

2. Install Exchange Online PowerShell module (if not installed):

   PowerShell

   Install-Module -Name ExchangeOnlineManagement
   

3. Connect to Exchange Online:

   PowerShell

   Connect-ExchangeOnline -UserPrincipalName admin@yourdomain.com
   

Register the Service Principal⚓︎

Run:

New-ServicePrincipal -AppId <Your-Application-Client-ID> -ObjectId <Your-Enterprise-Application-Object-ID>

How to get the Object ID:

• Azure Portal → Azure Active Directory → Enterprise applications → your app → Overview → "Object ID"

Assign Mailbox Permissions⚓︎

Assign FullAccess on the sender mailbox to the service principal:

Add-MailboxPermission -Identity "sender@yourdomain.com" -User <Your-Enterprise-Application-Object-ID> -AccessRights FullAccess

Optional and Cleanup Commands⚓︎

Optional — Enable SMTP AUTH for your organization (usually already enabled):

Set-TransportConfig -SmtpClientAuthenticationDisabled $false

Disconnect:

Disconnect-ExchangeOnline

Alternative via Admin Center⚓︎

• Go to https://admin.microsoft.com
• Navigate to Settings → Org settings → Modern authentication
• Ensure "Authenticated SMTP" is enabled

Part 5: Configure PowerBI Portal⚓︎

What You Need⚓︎

1. Tenant ID (from Part 1)
2. Client ID (from Part 1)
3. Client Secret (from Part 2)
4. Sender Email: The mailbox that will send emails (e.g., sender@yourdomain.com)

Enter the values in PowerBI Portal⚓︎

1. Go to Settings > Notifications > Email Configuration.
2. Turn on Enable Custom Configuration.
3. In SMTP Configuration, select Office 365 OAuth.
4. Fill in Microsoft Client ID, Microsoft Client Secret and Microsoft Tenant ID.
5. In From Address, enter the sender email.
6. Click Save.

Quick Test Checklist⚓︎

• App registration created in Azure AD
• Client ID noted
• Enterprise application Object ID noted (not the App registration Object ID, and different from the Client ID!)
• Tenant ID noted
• Client secret created and saved
• SMTP.SendAsApp permission added
• Admin consent granted (green checkmark)
• Service Principal registered in Exchange Online (New-ServicePrincipal)
• Mailbox permissions assigned (Add-MailboxPermission)
• SMTP AUTH enabled (usually default)

Common Issues and Solutions⚓︎