View and Update Your Shared Queries

[Power Query version 2.10]

You might want to update your shared queries because some of the metadata added when you shared the query might no longer be current and relevant, or additional metadata might be available. You might also want to edit permissions to a shared query to grant access to additional users within your organization or to remove access to users that no longer require it.

You can update your shared queries to filter and shape the underlying data referenced by your shared query or just update the query metadata (settings) such as name, description, and query sharing details.

In this article


Edit Your Shared Query Definition

Each shared query includes the query definition in the form of a Power Query script that specifies how to connect to the query’s data sources and transform the data. This script is created when you filter and shape data in your query, and is stored in the Power BI for Office 365 Data Catalogue when the query is shared. You can edit this query definition if you need to change how the query data is filtered and shaped. To filter and shape the data referenced by your shared query:

  1. Sign in to Power BI from Power Query, if you are not already signed in. In Excel, on the POWER QUERY tab, click Sign In. In the Sign In dialog box, click Sign In, and then enter your organizational account information that was used for signing up for Power BI.

 Important    Signing in to Power BI using your organizational account enables you to view your shared queries. You cannot view your shared queries in Power Query if you are not signed in to Power BI.

  1. On the POWER QUERY tab, click Shared.
  2. The Shared pane displays all the queries currently shared by you. The queries are sorted by the date and time when they were shared or last modified with the most recent one at the top of the list.

In the Shared pane, point your mouse or click on a shared query name that you want to edit. A preview fly out screen for the shared query appears. Click OPEN in the preview fly out screen.

Preview fly out of your selected shared query

  1. The query definition is opened in Excel, and the query is executed to import the query’s data into a new worksheet in Excel. You can then update the query definition by filtering and shaping it as required.. For more information about filtering and shaping the data in your query, see Filter, Shape, and Transform the Imported Data.
  2. After you improve the data referenced by your shared query, on the POWER QUERY tab, click Shared.
  3. The Share Query dialog box appears with the metadata of the query that you specified while initially sharing the query. If you want, you can also edit the metadata information of your shared query in the Share Query dialog box as required.

 Note    The Certify this query for others check box is visible only if your user account is a member of the data steward group role in Power BI. Your Power BI Administrator can add a user to the data steward group role using Power BI Admin Center. For more information, see Certify Queries.

  1. Click Update to update the underlying definition for your shared query.

If you do not want to edit/overwrite your existing shared query, you can change the metadata information of the query such as name and description in the Share Query dialog box, and then click Share a copy to save the information as a “new” shared query.

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Edit Your Shared Query Metadata

If you just want to edit the metadata of your shared query:

  1. Sign in to Power BI from Power Query, if you are not already signed in. In Excel, on the POWER QUERY tab, click Sign In. In the Sign In dialog box, click Sign In, and then enter your organizational account information that was used for signing up for Power BI.
  2. On the POWER QUERY tab, click Shared.
  3. In the Shared pane, point your mouse or click on a shared query name that you want to edit. A preview fly out screen for the shared query appears. Click EDIT SETTINGS in the preview fly out screen.

Edit shared query metadata

  1. The Update Query dialog box appears with the metadata of the query that you specified while initially sharing the query. Edit the metadata information in the Update Query dialog box as required. In this case, we have changed the sharing level from specific people and security groups to all the users in the organization by selecting My organization.

To update a query to share with My organization:

  • In the Update Query dialog box, click My organization.

 Note    The Certify this query for others check box is visible only if your user account is a member of the data steward group role in Power BI. Your Power BI Administrator can add a user to the data steward group role using Power BI Admin Center. For more information, see Certify Queries.

  1. Click Update.

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Related Topics

View Your Shared Queries using the Manage Data Portal

View and Compare Usage Analytics for Your Shared Queries using the Manage Data Portal

Share Queries

Delete Your Shared Queries

Data Management Experience in Power BI for Office 365 Help

 
 
Applies to:
Excel 2013