Configure a dataset scheduled refresh

Introduction:

In Microsoft Power BI, dataset refresh is a crucial aspect of ensuring that reports and dashboards are always up to date with the latest data. Scheduled refresh allows you to automate the process of data retrieval and refresh on a regular basis without manual intervention. This article will guide you through the steps to configure scheduled refresh for your datasets in Power BI, an essential topic for the Microsoft Power BI Data Analyst exam.

Step 1: Accessing the Dataset Settings:

1. Launch the Power BI service and navigate to the workspace containing the dataset you want to configure with scheduled refresh.
2. Click on the “Datasets” tab and locate the desired dataset from the list.
3. Click the ellipsis (…) next to the dataset name and select “Settings.”

Step 2: Configuring the Scheduled Refresh:

1. In the “Settings” window, select the “Scheduled refresh” section.
2. To enable scheduled refresh, toggle the “Keep your data up to date” option.
3. Specify the refresh frequency by selecting one of the available options – “Daily,” “Weekly,” or “Monthly” – based on your requirements.
4. If you choose the daily refresh option, you can further select the specific time of day for the refresh to occur. For weekly or monthly refreshes, you can choose the desired day(s) and time.
5. To limit refreshes during specific hours, enable the “Only during these hours” toggle and define the time window.
6. If you need email notifications for refresh failures or warnings, enable the “Notify me” toggle and input the necessary email(s).

Step 3: Credentials for Data Source:

1. In the “Data source credentials” section, specify the credentials required to connect to the data source. The available options depend on the type of connector used to connect to your data source.
2. Choose the appropriate authentication method, such as Windows or database authentication, depending on your data source configuration.
3. Provide the necessary credentials, which may include usernames, passwords, or connection details.
4. If your data source requires privacy levels, configure them by clicking on the “Edit permissions” button next to the data source.

Step 4: Refresh Settings:

1. In the “Refresh settings” section, you can modify additional options for the scheduled refresh.
2. Enable the “Allow data preview to download in the service” option if you want to allow visual previews when refreshing the dataset.
3. To optimize the refresh performance, enable the “Allow parallel data refresh” toggle. Note that this option is only available for certain data sources.
4. If your dataset contains any computed or calculated tables, you can determine whether they get refreshed by selecting the appropriate option in the “Configure included tables” section.
5. Click “Apply” to save your changes.

Step 5: Testing and Monitoring:

1. After configuring the scheduled refresh, it is essential to test and monitor its execution.
2. Click on the “Refresh history” button in the dataset settings to view the refresh history.
3. Monitor the refresh history to ensure successful refreshes and identify any potential issues.

Conclusion:

Configuring dataset scheduled refresh is a critical aspect of maintaining up-to-date data in Microsoft Power BI reports and dashboards. In this article, we have explored the steps to enable scheduled refresh, configure refresh frequency, provide data source credentials, and optimize refresh settings. By following these steps and leveraging the capabilities of Power BI, you can ensure that your datasets are automatically refreshed, helping you make informed data-driven decisions.