Power BI, a powerful business analytics tool from Microsoft, enables users to create interactive reports and dashboards. To keep your reports up-to-date, it’s essential to set up a daily refresh. For those using on-premises data sources, configuring a gateway is also necessary. This blog will guide you through setting up a daily refresh and configuring a gateway if you’re using a server for your Power BI reports.
Setting Up Daily Refresh in Power BI
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Access the Power BI Service
- Open your web browser and go to Power BI.
- Sign in with your Power BI credentials.
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Find Your Dataset
- Navigate to “My Workspace” or the workspace containing your dataset.
- Click on “Datasets” to see the list of datasets.
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Open Dataset Settings
- Locate the dataset you want to refresh.
- Click the ellipsis (…) next to it and select “Settings.”
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Enable Scheduled Refresh
- In the settings page, go to the “Scheduled refresh” section.
- Toggle the “Keep your data up to date” option to “On.”
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Set the Refresh Schedule
- Choose “Daily” as the refresh frequency.
- Specify the time(s) you want the refresh to occur. You can set multiple times if needed.
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Enter Data Source Credentials
- Under “Data source credentials,” provide the necessary authentication details for your data source.
- Ensure these credentials are valid and have the required permissions to access the data.
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Save Settings
- Click “Apply” to save your refresh schedule.
- Your dataset will now refresh daily at the specified times, keeping your reports up-to-date.
Do We Need a Gateway?
A gateway is required if you are using on-premises data sources (such as SQL Server, SharePoint, or files stored on a local server) with Power BI. The gateway acts as a bridge to securely transfer data between your on-premises sources and the Power BI service.
Setting Up a Gateway on a Server
To connect on-premises data sources to Power BI, follow these steps to set up a gateway on your server:
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1. Download the Gateway
- In the Power BI service, go to the settings menu (gear icon) and select “Manage gateways.”
- Click “Download gateway” and choose the appropriate version (Personal Mode or Standard Mode).
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2. Install the Gateway
- Run the downloaded installer on your server.
- Follow the installation instructions, selecting the mode that suits your needs:
- Personal Mode: Suitable for individual use, only supports Power BI.
- Standard Mode (Enterprise): Suitable for multiple users, supports various services including Power BI, PowerApps, and Azure Logic Apps.
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3. Register the Gateway
- Open the gateway configuration tool after installation.
- Sign in with your organizational account to register the gateway with the Power BI service.
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4. Configure Data Sources
- In the gateway configuration tool, add the data sources you need to connect to Power BI.
- Provide the necessary authentication details for each data source.
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5. Assign the Gateway to Your Dataset
- In the Power BI service, navigate to your dataset settings.
- Under “Gateway connection,” select the configured gateway.
- Map the data source in Power BI to the corresponding on-premises data source configured in the gateway.
Conclusion
Setting up a daily refresh for your Power BI reports ensures that your data remains current and accurate, providing timely insights for decision-making. For users leveraging on-premises data sources, configuring a gateway is essential to enable secure data transfer and automatic refreshes. By following these steps, you can ensure your Power BI reports are always up-to-date and reflective of the latest data.