Configuring a dataset scheduled refresh in Microsoft Power BI is a critical task often faced by data analysts in the course of their day-to-day duties. This functionality ensures that the data available to users is always up-to-date. This requirement forms a central part of the PL-300 Microsoft Power BI Data Analyst examination, demonstrating the candidate’s understanding of implementing this critical feature.
Here’s a step-by-step guide on how to configure a dataset scheduled refresh in Microsoft Power BI.
Connect to Power BI Service
Firstly, you need to connect to the Power BI service by using a URL address similar to the following: https://app.powerbi.com. Once you’re on the website, sign in with your Microsoft account.
Navigate to the Dataset
Go to the left navigation pane and click on “Workspaces.” Choose one of your workspaces (or create a new one, if necessary), and then click on the dataset that you want to configure for a scheduled refresh.
Access the Dataset Settings
Click on the three-dot menu (…) located next to the dataset name, and select “Settings.”
Set Up a Scheduled Refresh
On the settings page, you’ll find the “Scheduled refresh” section. Click the toggle switch to “On” – which will then allow you to set the parameters for the refresh.
Specify Refresh Parameters
You’ll have the option to set the frequency (daily or weekly), time zone, and the specific time(s) of the day when the refresh should occur. In the premium version of Power BI, there’s also an option to refresh the dataset up to 48 times per day. In Power BI Pro, you’re limited to a maximum of eight times a day.
Here’s a rough comparison table:
| Feature | Power BI Pro | Power BI Premium |
|---|---|---|
| Frequency | Daily / Weekly | Daily / Weekly |
| Refresh per day | Up to 8 times | Up to 48 times |
Save Your Settings
Once you’ve made your selection, hit “Apply” to save your settings.
Refresh Now Feature
If you want to refresh your dataset immediately without waiting for the scheduled time, use the “Refresh Now” feature. You can find this option in the dataset menu. Keep in mind that you’re limited to a certain number of refreshes per day, including both scheduled and manual refreshes.
Conclusion
Configuring a dataset scheduled refresh is an essential skill for data analysts, ensuring the information in Power BI reports and dashboards is up-to-date. Following these steps, you can successfully manage scheduled refreshes and meet your data delivery requirements.
As part of the PL-300 Microsoft Power BI Data Analyst examination, it is critical to understand, implement, and manage this feature. Not only does it maintain the freshness of your data, but it also demonstrates effective data management, a central aspect of a data analyst profession.
Practice Test
True or False: The Power BI service supports automatic configuration of dataset scheduled refreshes.
- True
- False
Answer: True
Explanation: Power BI provides several options to configure a dataset scheduled refresh, including automatic refreshes.
Which of the following options can be configured in Power BI Service for scheduled refreshes?
- a) Time zone
- b) Refresh frequency
- c) Alerting on data refresh failures
- d) All of the above
Answer: d) All of the above
Explanation: All aspects of the scheduled refresh, including time zone, refresh frequency, and alerting options, can be configured in Power BI service.
In Power BI service, the maximum frequency of a dataset scheduled refresh is limited to:
- a) once per hour
- b) once per day
- c) once per week
- d) once per month
Answer: a) once per hour
Explanation: Power BI service allows datasets to be refreshed up to once per hour depending on the license type and configurations of the dataset.
To ensure the correct data is pulled during the data refresh, which of the following should be configured?
- a) Data connection requirements
- b) Data source credentials
- c) Data source path
- d) All the above
Answer: d) All the above
Explanation: For Power BI to fetch the correct data, the data connection, data source credentials, and data source path should be properly configured.
Failure in the data source connection can interrupt dataset scheduled refresh.
- True
- False
Answer: True
Explanation: Scheduled dataset refresh will fail if the data source connection is lost or interrupted.
Which of the following represents the Power BI service which enables scheduled data refreshes?
- a) Power BI Gateway
- b) Power BI Mobile
- c) Power BI Desktop
- d) Power BI Visuals
Answer: a) Power BI Gateway
Explanation: Power BI Gateway is a service that provides interface to manage the scheduled refresh of data.
In Power BI, can you control how many times Power BI attempts to refresh the data after a failure?
- True
- False
Answer: True
Explanation: Power BI allows you to set up refresh retries, which means you can control how many times Power BI attempts to refresh the data after a failure.
True or False: Power BI provides an email notification feature to notify you when a dataset refresh fails.
- True
- False
Answer: True
Explanation: Power BI does provide an email notification feature to alert you when a dataset refresh fails.
True or False: It’s compulsory to set the refresh time when scheduling a data refresh.
- True
- False
Answer: True
Explanation: When scheduling a refresh, it’s essential to specify the refresh time to let Power BI know when to start the refresh.
What happens if the scheduled refresh fails in Power BI?
- a) It will retry the refresh based on specified settings
- b) It will send an email notification if configured
- c) It will skip the failed refresh and wait for the next scheduled time.
- d) All of the above.
Answer: d) All of the above
Explanation: Power BI has mechanisms to retry the refresh, alert you through email notifications and skip failed refresh to wait for the next scheduled time.
True or False: In Power BI, Power Query M scripts get executed when you configure a dataset for a scheduled refresh.
- True
- False
Answer: True
Explanation: Power Query M scripts are used to transform the data, and they get executed when you refresh the data whether manually or through a scheduled refresh.
Both “Power BI Pro” and “Power BI Premium” licenses support unlimited data refreshes per day.
- True
- False
Answer: False
Explanation: This statement is false because Power BI Pro license supports eight data refreshes a day, whereas Power BI Premium supports unlimited data refreshes per day.
True or False: Power BI can fetch data from both online and on-premise data sources during a scheduled refresh.
- True
- False
Answer: True
Explanation: Power BI can fetch data from both online and on-premise data sources during a scheduled refresh using a data gateway.
Can Power BI refresh the data if the computer containing your data source is switched off?
- True
- False
Answer: False
Explanation: Power BI refreshes require access to the data source, which would not be possible if the system containing the data source is switched off.
Is there any limit for configuring dataset scheduled refreshes in Power BI?
- True
- False
Answer: True
Explanation: Yes, there are limits for configuring dataset scheduled refreshes in Power BI. This limit can vary based on the licensing and type of workspace.
Interview Questions
What is the primary function of configuring a dataset scheduled refresh in Power BI?
The primary function of configuring a dataset scheduled refresh in Power BI is to automate the updating process of the dataset at regular intervals.
Which service do you require to schedule a refresh in Power BI?
You need the Power BI service to schedule a refresh.
Where can you change the frequency of the scheduled refresh in Power BI?
The frequency of the scheduled refresh can be changed in the “Settings” menu within the “Datasets” tab in Power BI.
What types of data sources support a scheduled refresh in Power BI?
Both on-premises and cloud-based data sources support the scheduled refresh process in Power BI.
What tool do you need to install and setup for an on-premises data source to support scheduled refresh?
For an on-premises data source, you need to install and configure the On-premises Data Gateway.
Can you have different refresh schedules for different datasets in Power BI?
Yes, Power BI allows you to customize refresh schedules for different datasets.
How many times can data be scheduled to refresh per day in Power BI Pro?
In Power BI Pro, data can be scheduled to refresh up to 8 times per day.
What is the maximum amount of times data can be scheduled to refresh per day with Power BI Premium?
With Power BI Premium, data can be scheduled to refresh up to 48 times per day.
How often is the Power BI service checking for changes in data source credentials, privacy level settings, etc.?
The Power BI service checks for changes in your data source settings every two hours.
What fails if the credentials stored in Power BI are no longer valid?
If the credentials stored in Power BI are no longer valid, the scheduled data refresh fails.
Which section of the Power BI service provides the history of all refresh operations for a dataset?
The “Refresh History” section under the “Settings” menu provides the history of all refresh operations for a dataset in the Power BI service.
What happens if you try to refresh the data while it is already being refreshed in Power BI?
If you try to refresh the data while it is already being refreshed in Power BI, the service will queue your request and execute it once the initial refresh operation is completed.
How can you see the status of the most recent data refresh operation?
You can check the status of the most recent data refresh operation in the “Datasets” section of Power BI.
Can you set a specific time for your data to refresh in Power BI?
Yes, when setting up a schedule, you can specify the time you want your data to refresh in Power BI.
How often can datasets sourced from SharePoint folders be refreshed daily?
Datasets sourced from SharePoint folders can be refreshed up to 8 times per day with Power BI Pro and up to 48 times per day with Power BI Premium.
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