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Setting up data refresh schedules

Setting up data refresh schedules in Power BI ensures that your reports and dashboards stay up-to-date with the latest data from your data sources. Here's how to set up data refresh schedules in Power BI:


Step 1: Configure Data Source Credentials

  1. Navigate to Dataset:

    • Open your report in Power BI Service and navigate to the dataset that you want to refresh.

  2. Manage Data Source Credentials:

    • Click on the ellipsis (...) next to the dataset name and select "Settings".
    • Under "Data source credentials", ensure that the credentials for connecting to the data source are configured correctly.
    • Update credentials if needed and click "Apply".

Step 2: Set up Scheduled Refresh

  1. Navigate to Dataset Settings:

    • In the dataset settings, scroll down to the "Scheduled refresh" section.

  2. Enable Scheduled Refresh:

    • Toggle the "Keep data updated" switch to enable scheduled refresh.

  3. Set Refresh Frequency:

    • Choose the frequency at which you want the data to refresh (daily, weekly, or custom).
    • If selecting custom, specify the days and times for the refresh to occur.

  4. Configure Time Zone:

    • Ensure that the time zone settings are configured correctly to match the time zone of your data source.

  5. Apply Settings:

    • Click on "Apply" to save the scheduled refresh settings.

Step 3: Verify and Monitor Refresh History

  1. Verify Refresh Settings:

    • Review the refresh settings to ensure they are configured correctly.

  2. Monitor Refresh History:

    • Monitor the refresh history to track the success or failure of data refreshes.
    • Click on "Refresh history" to view details of past refreshes, including start time, duration, and status.

  3. Configure Alerts:

    • Set up email notifications or alerts to be notified of refresh failures or issues.

Considerations:

  • Gateway Connection: If your data source is an on-premises data source, you'll need to set up a gateway and ensure it's configured correctly for scheduled refresh.

  • Data Volume: Consider the volume of data being refreshed and adjust the refresh frequency accordingly to avoid performance issues.

  • Data Source Limitations: Some data sources may have limitations on refresh frequency or maximum data size. Check the documentation for your specific data source.

  • Permissions: Ensure that the user configuring the scheduled refresh has sufficient permissions to access the dataset and data source.


By following these steps, you can set up data refresh schedules in Power BI to keep your reports and dashboards updated with the latest data automatically.

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