Schedule data refresh for workbooks in Power BI for Office 365

You can set up automatic data refresh for your workbooks in Power BI for Office 365 sites.

In this article


Before you start

Here are things you need to schedule data refresh for a workbook:

  • At least Write permissions on the workbook to create a data refresh schedule.
  • Access to the external data sources during data refresh.
  • Credentials with permission to access those data sources.
  • A data source location accessible over a network connection.
  • The workbook checked in when the refresh starts. The server places a lock on the workbook at the end of data refresh, when the file is saved, rather than when refresh starts.
  • The workbook connects to the external data using Power Pivot– not the Excel client and not Power Query.

Data sources you can refresh automatically

Report data in an Excel workbook can come from many external data sources. You can schedule automatic data refreshes for these external sources:

A workbook accesses external data through an embedded connection string or URL you specify when you import the original data into the workbook. Data refresh reuses the original connection information stored in the workbook.

A workbook can have only one data refresh schedule. Typically, if you create the workbook you define the schedule.

Schedule an automatic data refresh

  1. If you’re in the standard SharePoint Documents view of your Power BI for Office 365 site, in the left navigation bar > Power BI.

Don’t see Power BI? You may need to add the Power BI sites app to your Power BI for Office 365 site.

  1. Click the ellipsis (…) next to a workbook > Schedule Data Refresh.

Schedule Data Refresh

  1. In the Scheduled Refresh page, click the settings tab.
  2. In the Refresh schedule page, set Refresh schedule to ON.

Refresh schedule page

  1. Under Select data connections from Data Model to refresh, select at least one data connection. By default, all data connections are checked.
  2. Under Configure refresh schedule:
  • Set Frequency to Daily or Weekly.
  • Set Ends by to the date you want a refresh to end. The default is today + 90 days.
  • Set As close as possible to.

 Note    Refresh may not always take place at the exact time you specify. The default is 7:00AM.

  • Select a time zone. The default setting is your local time zone as specified in your SharePoint site.
  1. In Send refresh failure notifications to, enter one or more valid email addresses. The default is your Office 365 email address. Separate email addresses with a semicolon (;). For example:

someone@contoso.com; somegroupname@contoso.com.

  1. Click save and refresh report or save settings. After you click save and refresh report, the button label changes to refresh now.

 Note    You can’t set another refresh instance with refresh now if a refresh is currently in progress. Attempting to do this will display an error message.

Refresh data now

  1. In your Power BI for Office 365 site, click the ellipsis (…) next to a workbook > Schedule Data Refresh.

Schedule Data Refresh

  1. In the Scheduled Refresh page, click the setting tab.
  2. Click refresh now.

 Note    You can’t refresh the data if a refresh is already in progress. The server displays an error message.

Overwrite refresh settings

If you are not the owner of a data refresh schedule but you have the right permissions, you can change data refresh settings.

  1. In your Power BI for Office 365 site, click the ellipsis (…) next to a workbook > Schedule Data Refresh.
  2. In the Scheduled Refresh page, click the setting tab.
  3. Click Overwrite refresh settings based on my credentials to update the data refresh schedule, or discard changes to revert to the previous settings. 

View data refresh history for a workbook

  1. In your Power BI for Office 365 site, click the ellipsis (…) next to a workbook > Schedule Data Refresh.
  2. In the Scheduled Refresh page, click the history tab.

The history page displays

  • Workbook refresh successes or failures.
  • The current data refresh schedule.
  • The next scheduled refresh.

If scheduled refreshes are turned off, the history page displays No setting in the Summary section. You can schedule data refreshes.

If your report has already been refreshed, the history page lists each event. Time values are based on the time zone you defined in the Refresh schedule page. This example shows a successful refresh, followed by an error: ‘Report is checked out’. Errors are highlighted in red:

Refresh history

Why did the server throw out the refreshed data?

The server doesn’t lock the workbook during data refresh. At the end of data refresh it locks the workbook to check in the updated workbook. If at that time, someone else has the workbook checked out, the server throws out the refreshed data. Also, even if the file is checked in, if it has changed a lot from the copy the server got at the start of data refresh, the server discards the refreshed data.

Read more about Power BI sites on Power BI for Office 365.

See Also

 
 
Applies to:
Power BI for Office 365