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Power BI enables you to go from data to insight to action quickly, yet you must make sure the data in your Power BI reports and dashboards is recent. Knowing how to refresh the data is often critical in delivering accurate results.

The following diagram illustrates the different data flows, based on storage mode. The most significant point is that only Import mode semantic models require a source data refresh. They require refresh because only this type of semantic model imports data from its data sources, and the imported data might be updated on a regular or ad-hoc basis. DirectQuery semantic models and semantic models in LiveConnect mode to Analysis Services don't import data; they query the underlying data source with every user interaction. Semantic models in push mode don't access any data sources directly but expect you to push the data into Power BI. Semantic model refresh requirements vary depending on the storage mode/semantic model type.

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Power BI imports the data from the original data sources into the semantic model. Power BI report and dashboard queries submitted to the semantic model return results from the imported tables and columns. You might consider such a semantic model a point-in-time copy. Because Power BI copies the data, you must refresh the semantic model to fetch changes from the underlying data sources.

Power BI doesn't import data over connections that operate in DirectQuery mode. Instead, the semantic model returns results from the underlying data source whenever a report or dashboard queries the semantic model. Power BI transforms and forwards the queries to the data source.

A Power BI refresh operation can consist of multiple refresh types, including data refresh, OneDrive refresh, refresh of query caches, tile refresh, and refresh of report visuals. While Power BI determines the required refresh steps for a given semantic model automatically, you should know how they contribute to the complexity and duration of a refresh operation. For a quick reference, refer to the following table.

For Power BI users, refreshing data typically means importing data from the original data sources into a semantic model, either based on a refresh schedule or on-demand. You can perform multiple semantic model refreshes daily, which might be necessary if the underlying source data changes frequently. Power BI limits semantic models on shared capacity to eight scheduled daily semantic model refreshes. The eight time values are stored in the backend database and are based on the local time zone that was selected on the Semantic model Settings page. The scheduler checks which model should be refreshed and at what time(s). The quota of eight refreshes resets daily at 12:01 a.m. local time.

If you created your semantic models and reports based on a Power BI Desktop file, Excel workbook, or comma separated value (.csv) file on OneDrive or SharePoint Online, Power BI performs another type of refresh, known as OneDrive refresh. For more information, see Get data from files for Power BI.

Unlike a semantic model refresh during which Power BI imports data from a data source into a semantic model, OneDrive refresh synchronizes semantic models and reports with their source files. By default, Power BI checks about every hour if a semantic model connected to a file on OneDrive or SharePoint Online requires synchronization.

As the above screenshot shows, Power BI identified this OneDrive refresh as a Scheduled refresh, but it isn't possible to configure the refresh interval. You can only deactivate OneDrive refresh in the semantic model's settings. Deactivating refresh is useful if you don't want your semantic models and reports in Power BI to pick up any changes from the source files automatically.

Keep in mind that OneDrive refresh doesn't pull data from the original data sources. OneDrive refresh simply updates the resources in Power BI with the metadata and data from the .pbix, .xlsx, or .csv file, as the following diagram illustrates. To ensure that the semantic model has the most recent data from the data sources, Power BI also triggers a data refresh as part of an on-demand refresh. You can verify this in the Refresh history if you switch to the Scheduled tab.

This refresh process is less important because it's only relevant for live connections to Analysis Services. For these connections, Power BI caches the last state of the report visuals so that when you view the report again, Power BI doesn't have to query the Analysis Services tabular model. When you interact with the report, such as by changing a report filter, Power BI queries the tabular model and updates the report visuals automatically. If you suspect that a report is showing stale data, you can also select the Refresh button of the report to trigger a refresh of all report visuals, as the following screenshot illustrates.

Connecting a semantic model to an enterprise gateway is relatively straightforward if you're a gateway administrator. With admin permissions, you can promptly update the gateway and add missing data sources, if necessary. In fact, you can add a missing data source to your gateway straight from the semantic model settings page. Expand the toggle button to view the data sources and select the Add to gateway link, as in the following screenshot. If you aren't a gateway administrator, on the other hand, you must contact a gateway admin to add the required data source definition.

A semantic model can get data from multiple sources, and these sources can reside on-premises or in the cloud. However, a semantic model can only use a single gateway connection, as mentioned earlier. While cloud data sources don't necessarily require a gateway, a gateway is required if a semantic model connects to both on-premises and cloud sources in a single mashup query. In this scenario, Power BI must use a gateway for the cloud data sources as well. The following diagram illustrates how such a semantic model accesses its data sources.

If a semantic model uses separate mashup queries to connect to on-premises and cloud sources, Power BI uses a gateway connection to reach the on-premises sources and a direct network connection to the cloud sources. If a mashup query merges or appends data from on-premises and cloud sources, Power BI switches to the gateway connection even for the cloud sources.

Power BI semantic models rely on Power Query to access and retrieve source data. The following mashup listing shows a basic example of a query that merges data from an on-premises source and a cloud source.

The mashup or M queries you create by using Power Query can vary in complexity from trivial steps to parameterized constructs. The following listing shows a small sample mashup query that uses two parameters called SchemaName and TableName to access a given table in an AdventureWorks database.

A dynamic data source is a data source in which some or all of the information required to connect can't be determined until Power Query runs its query, because the data is generated in code or returned from another data source. Examples include: the instance name and database of a SQL Server database; the path of a CSV file; or the URL of a web service.

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I have integrated Airtable tables into Power Bi desktop using API key. Now I want to set up the auto refresh of data on Power Bi online and it asks for credentials. I am not sure what credentials I should be using as I tried API key & Bearer token, but nothing seems to work.

I am trying to get data from Survey123 form (including point location data and photos) to load into a SharePoint 365 list for co-mingling with data entered directly into SharePoint. I have successfully implemented a flow in Power Automate that inserts data in the list, including Lat/Long coordinates, but can't figure out if there is a way to link to the photos in survey123 for each entry. Is there a way to grab a link to photos from the survey to send to SharePoint as well?

ODC file - A data connection file (.odc) often contains one or more queries that are used to refresh external data. By replacing this file, a user who has malicious intent can design a query to access confidential information and distribute it to other users or perform other harmful actions. Therefore, it's important to ensure that the connection file was authored by a reliable individual, and the connection file is secure and comes from a trusted Data Connection Library (DCL).

Stored passwords aren't encrypted, so they're not recommended. If your data source needs a password to connect to it, you can require that users enter the password before they can refresh the external data range. The following procedure doesn't apply to data retrieved from a text file (.txt) or a Web query (.iqy).

When you refresh a query from the Power Query Editor, you are not only bringing in updated data from the external data source, you are also updating the local cache. But this refresh operation does not update the query in the worksheet or Data Model.

When you refresh a query that was imported from an Excel table or named range, pay attention to your current worksheet. If you want to change the data in the worksheet that contains the Excel table, make sure you have selected the correct worksheet and not the worksheet that contains the loaded query.

At any time, you can select Refresh to update the data for the PivotTables in your workbook. You can refresh the data for PivotTables connected to external data, such as a database (SQL Server, Oracle, Access, or other), Analysis Services cube, data feed, as well as data from a source table in the same or a different workbook. PivotTables can be refreshed manually or automatically when you open the workbook. 2351a5e196