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Setting Up Data Refresh in Power BI Service

Setting Up Data Refresh in Power BI Service



Setting up data refresh in Power BI Service is essential for ensuring that your reports and dashboards stay updated with the latest data. 


1. Data Source Requirements


  • Ensure that your data sources are compatible with scheduled refresh in Power BI Service. Data sources like SQL databases, cloud sources (like Azure SQL), and files stored in OneDrive or SharePoint support automatic refresh.
  • For on-premises data sources, configure a Power BI Gateway to allow Power BI Service to access the data securely.


2. Upload Your Dataset to Power BI Service


  • Publish your Power BI Desktop (.pbix) file to Power BI Service. The dataset is then available to configure refresh options in the service.

3. Configuring Scheduled Refresh


  • Navigate to the Settings for the dataset within Power BI Service.
  • Under Scheduled Refresh, turn on the Keep your data up to date option.
  • Set the frequency (daily or weekly) and specific times for the refresh. For Pro users, up to 8 refreshes per day are allowed, and for Premium users, up to 48 refreshes per day are possible.


4. Managing Credentials


  • In the dataset settings, ensure that you’ve provided valid credentials for each data source, allowing Power BI Service to connect and refresh the data.
  • For secure connections, you can use OAuth, Basic, or Windows Authentication methods, depending on your data source.


5. Configuring Data Gateway (If Needed)


  • For on-premises data sources, set up and configure an On-Premises Data Gateway.
  • Assign the gateway to your dataset in Power BI Service and configure the data source settings within the gateway to ensure a seamless connection.

6. Testing and Monitoring Refresh


  • Once configured, manually run a refresh to test if everything is working correctly.
  • Check the Refresh History to see the status and any errors that may have occurred. If issues arise, troubleshoot using the error details provided in the history logs.


7. Setting Up Alerts for Refresh Failures


  • Power BI Service can send notifications for refresh failures. Enable these alerts to stay on top of any issues that might disrupt data freshness in your reports.


8. Data Source-Specific Considerations


  • Be aware of data source limitations, such as API rate limits or throttling policies, which may affect refresh success. Optimize data models and limit unnecessary columns to reduce refresh load.
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