Power BI Data Refresh and Gateways

Published reports show the data that existed at the last refresh. Schedules keep that data current without manual work. Gateways let the cloud reach data that sits inside a private network.

The Newspaper Analogy

A newspaper prints each morning with yesterday's news. Readers expect a fresh copy every day. A scheduled refresh plays the role of the daily print run. A gateway acts as the delivery truck that fetches stories from a building the public cannot enter.

Private Network                       Cloud
+-----------------+   gateway    +--------------------+
| SQL Server      | ===========> | Power BI Service   |
| Excel on server |  (delivery   | Refreshed model    |
+-----------------+    truck)    +--------------------+

Types of Refresh

Manual refresh updates the model once. Scheduled refresh repeats automatically. The number of daily refreshes depends on the license type, and Microsoft documentation lists the current limits.

Setting Up Scheduled Refresh

1. Open the workspace and find the semantic model.
2. Select the Schedule refresh icon or open Settings.
3. Expand Data source credentials and sign in for each source.
4. Expand Refresh and switch on Configure a refresh schedule.
5. Pick the frequency, time zone, and time slots.
6. Select Apply.

Enable failure notifications so the owner receives an email when a refresh fails.

When a Gateway Is Needed

Cloud sources, such as SharePoint Online or Azure SQL Database, refresh without a gateway. Sources inside a company network need one. Files on a local computer, on-premises SQL Server databases, and shared network folders all fall into this group.

Gateway Modes

On-Premises Data Gateway (Standard Mode)

This mode serves many users and many reports. IT installs it on an always-on server. It supports scheduled refresh and DirectQuery.

Personal Mode

This mode serves one user and runs on that person's computer. It supports scheduled refresh for import models only. The computer must stay on and connected at refresh time.

Installing and Connecting a Gateway

1. Download the gateway installer from the Power BI Service download menu.
2. Run the installer on a server that stays online.
3. Sign in with a work account and register the gateway with a clear name.
4. Open Manage connections and gateways in the Service and add each data source.
5. Return to the semantic model settings and map each source to the gateway.

Refresh Troubleshooting

• Expired passwords cause most failures. Update credentials in the model settings.
• An offline gateway server stops every scheduled refresh.
• Renamed tables or columns at the source break queries.
• Long refreshes may time out. Reduce data volume or use incremental refresh.

Worked Example: A Warehouse Stock Report

A warehouse stores stock counts in an on-premises SQL Server. The analyst builds a report and publishes it. IT installs a standard gateway on a server and adds the SQL Server as a data source. The analyst schedules refresh for 6 a.m. daily. Managers open the report at 8 a.m. and see the morning counts. A failure email reaches the analyst on the single day that the server restarts late, and the analyst clicks Refresh now after the server returns.

Key Points

• Refresh keeps published data current.
• Gateways connect the cloud to private network data.
• Standard mode serves teams, and personal mode serves single users.
• Credentials and server uptime cause most failures.
• Failure notifications alert owners right away.