Setting Up Scheduled Refresh in Microsoft Power BI
Last updated
Last updated
Scheduled refresh in Microsoft Power BI is a feature that allows automatic updating of data within your reports and dashboards at regular intervals. This ensures that the data displayed in Power BI remains current and reflects the most recent information available from your data sources. It's particularly useful for maintaining up-to-date analytics, making business decisions based on the latest data, and reducing the need for manual data updates.
Using the standard features of Power BI, data extracted through the Data Processor for Jira can be configured for automated refreshes on a scheduled basis, either in the Power BI Report Server or the Power BI Service.
To set up a scheduled refresh in Microsoft Power BI Service, follow these steps:
Once you have exported a data source into Power BI Desktop, click the 'Publish' button located on the upper toolbar, or alternatively, navigate through File ➡️ Publish ➡️ Publish to Power BI.
If you haven't done so already, save your report by assigning it a name and selecting the desired save location.
If you weren't logged in previously, the next step is to sign in to your Microsoft account. This is necessary to proceed with the publishing process in Power BI Service.
Next, choose the workspace in Power BI Service where you wish to publish your report or dashboard, then click 'Select' (unlike creating a dataflow directly in Power BI Service, here you have the flexibility to choose 'My workspace' as an option for publishing).
Once the publishing process is complete, you can review your report either by clicking on the provided link or by directly accessing your Power BI Service. This allows you to immediately see and assess the published report or dashboard in the selected workspace.
In Power BI Service, locate the recently published semantic model (previously known as 'Dataset'). Then, to manage its data refresh schedule, click on the 'Schedule refresh' button.
If a warning appears stating ‘Failed to test the connection to your data source’ in the next dialog, you should click on 'Edit credentials'. This will allow you to adjust or update your connection settings to ensure a successful data source connection in Power BI Service.
Choose the 'Basic' authentication method and proceed to enter your credentials. Use the email associated with your Jira Cloud instance for the user name field, and your Jira API Token as the password (for guidance on obtaining your Jira API token, please refer to this page). Click 'Sign in'.
Upon successful setup, you should see a confirmation in the pop-up window:
Scroll down to the 'Refresh' tab. Here, enable data refresh by selecting ‘On’. You can then choose the frequency of the refresh, set the time zone, and specify the exact time for the refresh to occur. Additionally, there's an option to designate a contact for refresh failure notifications. After configuring these settings, make sure to click 'Apply' to save the changes. This completes the process of setting up scheduled data refreshes for your semantic model.
With the schedule now configured, your semantic model (dataset) will automatically refresh at the designated times you've set.
To view the history of your data refreshes, simply click on the 'Refresh history' option. This will allow you to monitor past refresh activities and their outcomes.
Certain data sources in Power BI require a gateway connection. For detailed instructions on installing and configuring an on-premises data gateway, we recommend referring to the specific guide https://learn.microsoft.com/en-us/data-integration/gateway/service-gateway-install. This resource will provide you with step-by-step directions and important information to set up the gateway connection correctly.
For using Power BI Report Server, it's necessary to install a specific version of Power BI Desktop. Detailed instructions for this installation can be found at the official Power BI website, under the Report Server section. Please visit https://powerbi.microsoft.com/en-us/report-server/ for more comprehensive guidance on this process.
To set up a scheduled refresh in Microsoft Power BI Report Server, follow these steps:
After exporting a data source into Power BI Desktop for Report Server, which follows the same procedure as a normal Power BI Desktop export, go to File ➡️ Save as ➡️ Power BI Report Server to save your report.
In the pop-up window, select either the most recent Power BI Report Server from the list or provide the URL for a new one.
Assign a name to your report and confirm by clicking 'OK' to save it.
Once the saving process is complete, you can review your report either by clicking on the provided link or by directly accessing your Power BI Report Server.
In Power BI Report Server, navigate to the 'Browse' section. There, locate your report, click on the settings button (represented by three dots) next to it, and select 'Manage'.
In the subsequent dialog within the Power BI Report Server, navigate to 'Scheduled refresh' located in the left sidebar. From there, proceed by clicking on '+New scheduled refresh plan'.
Provide a brief description of your scheduled refresh plan and select 'Edit schedule' to configure the specific settings for your refresh plan. This step is vital to tailor the automatic refresh intervals according to your report's requirements.
Set your desired refresh frequency (hourly, daily, etc.), and specify the time/period for the refresh to occur. Then, define the start date and, if needed, an end date for the schedule. To finalize your settings, click 'Apply'.
To complete the setup of your scheduled refresh plan in the Power BI Report Server, simply click on 'Create scheduled refresh plan'. This action will finalize and activate the plan.
Congratulations, your scheduled refresh plan is now successfully set up in Power BI Report Server, ensuring your report stays updated automatically.
For comprehensive instructions on how to set up a scheduled refresh in Power BI, you can visit the official Power BI support page or documentation. They provide in-depth guidance and step-by-step procedures to help you automate your data updates effectively.
https://docs.microsoft.com/en-us/power-bi/connect-data/refresh-data#configure-scheduled-refresh
https://docs.microsoft.com/en-us/power-bi/connect-data/refresh-scheduled-refresh
For those weighing the options between Power BI Report Server and Power BI Service, a helpful comparison article can provide valuable insights. This resource will assist in understanding the differences and advantages of each, aiding in your decision-making process. ⬇️
https://learn.microsoft.com/en-us/power-bi/report-server/compare-report-server-service
If you've had the chance to use the BI Exporter for Jira app, we'd love to hear your thoughts. Help us improve by sharing your honest review of the Free, PRO, Xray or Projectrak versions. Your feedback is crucial as we strive to improve and tailor our services to better meet your needs. 🤝
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