Scheduled refresh and data gateway configuration are essential components in Power BI that ensure reports and dashboards always display current, accurate data.
Scheduled refresh automates the process of updating datasets in the Power BI Service by pulling the latest data from connected sources at defined intervals.
Data gateways act as secure bridges between on-premises data sources and the cloud, enabling refresh operations without exposing internal networks to direct internet access.
Proper configuration of both scheduled refresh and gateways is critical for maintaining data currency, reliability, and security in enterprise BI solutions.
Power BI supports various refresh schedules ranging from daily to multiple times per day for Pro and Premium capacities, allowing organizations to tailor refresh frequency based on business needs.
Configuring gateways involves installing and managing the on-premises data gateway software, which facilitates encrypted data transfer between Power BI Service and on-premises databases, files, or web services.
Gateway management includes setting up clusters, monitoring refresh queue and failures, and managing user access.
Scheduled Refresh in Power BI
The purpose is to automate updating of datasets in Power BI Service from data sources.
Refresh Frequency:
1. Pro users: Up to eight refreshes per day.
2. Premium users: Up to 48 refreshes per day with Premium capacity.
Data Sources Supported:
1. Cloud services (e.g., Azure SQL Database, SharePoint).
2. On-premises sources via data gateways (e.g., SQL Server, Oracle, SAP).
Configuring Refresh:
1. Set refresh schedule and time zones in dataset settings.
2. Specify credentials (OAuth, Windows, Basic) securely for authentication.
3. Define refresh failure notifications to alert admins.
On-Premises Data Gateway
The role is to securely connects Power BI Service with on-premise data repositories.
Types:
1. Personal Mode: Intended for single users; only supports refresh and limited data source types.
2. Standard Mode: Supports multiple users, wider data source options, and high availability gateway clusters.
Installation and Setup:
1. Install gateway software on a dedicated on-premises server or VM.
2. Register gateway to Power BI tenant using organizational account.
3. Configure sources and authentication within Power BI Service gateway management.
Gateway Management:
1. Monitor gateway status and refresh history in Power BI Admin Portal.
2. Manage user permissions for who can use the gateway.
3. Scale with gateway clusters for load balancing and high availability.
Best Practices
1. Schedule refreshes during off-peak hours to minimize impact on source system performance.
2. Use incremental refresh for large datasets to optimize performance by refreshing only changed data.
3. Secure gateway nodes with appropriate network and system configurations.
4. Regularly monitor refresh logs and gateway health to rapidly troubleshoot failures.
5. Document refresh and gateway configurations for audit and compliance needs.