Configure scheduled refresh

Is this page helpful?

Note

After two months of inactivity, scheduled refresh on your dataset is paused. For more information, see Scheduled refresh later in this article.

If your dataset supports scheduled refresh, by using Refresh Now and Schedule Refresh, there are a few requirements and settings important for refresh to be successful. These are Gateway connection, Data source credentials, and Scheduled refresh. Let’s take a closer look at each.

This will describe the options available for both the On-premises data gateway (personal mode) and the On-premises data gateway.

To get to the Scheduled refresh screen, you can do the following.

  1. Select the ellipsis (...) next to a dataset listed under Datasets.

  2. Select Schedule Refresh.

    Schedule Refresh

Gateway connection

You will see different options here depending on whether you have a personal, or enterprise, gateway online and available.

If no gateway is available, you will see Gateway connection disabled. You will also see a message indicating how to install the personal gateway.

Gateway not configured

If you have a personal gateway configured, it is available to select if it is online. It will show offline if it is not available.

Gateway connection

You can also select the enterprise gateway if one is available for you. You will only see an enterprise gateway available if your account is listed in the Users tab of the data source configured for a given gateway.

Data source credentials

Power BI Gateway - Personal

If you are using the personal gateway to refresh data, you must supply the credentials to connect to the back-end data source. If you connected to a content pack from an online service, the credentials you entered to connect are carried over for scheduled refresh.

Data source credentials

You’re only required to sign in to a data source the first time you use refresh on that dataset. Once entered, those credentials are retained with the dataset.

Note

For some authentication methods, if the password you use to sign into a data source expires or is changed, you'll need to change it for the data source in Data source credentials too.

When things go wrong, the problem usually has something to do with either the gateway being offline because it could not sign in to Windows and start the service, or Power BI could not sign in to the data sources in order to query for updated data. If refresh fails, check the dataset’s settings. If the gateway service is offline, Status is where you’ll see the error. If Power BI cannot sign into the data sources, you’ll see an error in Data Source Credentials.

On-premises data gateway

If you are using the On-premises data gateway to refresh data, you do not need to supply credentials, as they are defined for the data source by the gateway administrator.

Schedule Refresh command

Note

When connecting to on-premises SharePoint for data refresh, Power BI supports only Anonymous, Basic, and Windows (NTLM/Kerberos) authentication mechanisms. Power BI does not support ADFS or any Forms-Based Authentication mechanisms for data refresh of on-premises SharePoint data sources.

Scheduled refresh

The Scheduled refresh section is where you define the frequency and time slots to refresh the dataset. Some data sources do not require a gateway to be configurable for refresh; other data sources require a gateway.

Set the Keep your data up to date slider to On to configure the settings.

Note

The Power BI service targets initiating the refresh of your data within 15 minutes of your scheduled refresh time.

Scheduled refresh dialog box

Note

After two months of inactivity, scheduled refresh on your dataset is paused. A dataset is considered inactive when no user has visited any dashboard or report built on the dataset. At that time, the dataset owner is sent an email indicating the scheduled refresh is paused, and the refresh schedule for the dataset is displayed as disabled. To resume scheduled refresh, simply revisit any dashboard or report built on the dataset.

What’s supported?

Certain datasets are supported against different gateways for scheduled refresh. Here is a reference to understand what is available.

Power BI Gateway - Personal

Power BI Desktop

  • All online data sources shown in Power BI Desktop’s Get Data and Query Editor.
  • All on-premises data sources shown in Power BI Desktop’s Get Data and Query Editor except for Hadoop file (HDFS) and Microsoft Exchange.

Excel

Note

In Excel 2016 and later, Power Query is listed on the Data section of the ribbon, under Get & Transform Data.

  • All online data sources shown in Power Query.
  • All on-premises data sources shown in Power Query except for Hadoop file (HDFS) and Microsoft Exchange.
  • All online data sources shown in Power Pivot.
  • All on-premises data sources shown in Power Pivot except for Hadoop file (HDFS) and Microsoft Exchange.

On-premises data gateway

Data source

  • Analysis Services Tabular
  • Analysis Services Multidimensional
  • SQL Server
  • SAP HANA
  • Oracle
  • Teradata
  • File
  • Folder
  • SharePoint list (on-premises)
  • Web
  • OData
  • IBM DB2
  • MySQL
  • Sybase
  • SAP BW
  • IBM Informix Database
  • ODBC

Troubleshooting

Sometimes refreshing data may not go as expected. Typically this will be an issue connected with a gateway. Take a look at the gateway troubleshooting articles for tools and known issues.

Next steps

More questions? Try asking the Power BI Community