Power BI EXPERT Shares Refreshing Data Secrets

Do you want your Power BI reports to always stay up to date? Alison Gonzalez, a Microsoft Certified Trainer, explains how to set up scheduled data refreshes in Power BI. Learn how to automate updates, choose the right refresh method, and avoid common pitfalls.

Direct Query vs. Import Mode

Power BI allows users to connect to data in two primary ways:

• Direct Query: Data is constantly refreshed from the source, ensuring real-time updates. However, this method can slow down reports, especially with large datasets.
• Import Mode: Data is imported into Power BI, and users must schedule refreshes to keep it up to date.

If using Import Mode, setting up a scheduled refresh is essential to ensure reports reflect the latest data.

Scheduling a Data Refresh in Power BI

Alison walks through the process of setting up a data refresh schedule in the Power BI service:

1. Go to your Power BI workspace.
2. Locate the dataset (semantic model) linked to your report.
3. Click on the calendar wheel icon to access refresh settings.
4. Set the desired refresh schedule (daily, weekly, or custom times).
5. Save changes and monitor refresh performance.

Once configured, Power BI will automatically refresh the dataset at the scheduled times.

Using a Data Gateway for Local Data

If your data is stored locally (e.g., on your desktop), you’ll need a Power BI Data Gateway to enable automatic refreshes. Alison explains how to set it up:

• Go to the Power BI download section.
• Select and install the appropriate Gateway mode:
  • Enterprise Mode: For company-wide data access.
  • Personal Mode: For individual use.
• Connect the gateway to your dataset in the Power BI service.

For cloud-based data sources (SharePoint, SQL Server, etc.), no gateway is needed.

Understanding Power BI Refresh Limits

Your Power BI subscription determines how often you can refresh your data:

• Power BI Pro: Up to 8 refreshes per day.
• Power BI Premium: Up to 48 refreshes per day (every 30 minutes).

It’s best to align your refresh schedule with how frequently your source data updates.

Managing Refresh Errors and Notifications

Occasionally, refreshes may fail due to changes in data structure or connection issues. To stay informed:

• Set up notification emails for refresh failures.
• Regularly check the refresh history in Power BI.
• Update data source credentials if necessary.

Alison recommends testing reports after each refresh to ensure data accuracy.

Conclusion

With scheduled refreshes in Power BI, users can automate data updates and ensure reports always display the latest information. Whether using Direct Query or Import Mode, understanding refresh schedules, gateways, and subscription limits is key to maintaining up-to-date reports.

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