Monitor dataset refresh

Hello sandlox​ 

Pull the data from the Refresh History REST API (or Semantic Link in a Fabric notebook), using a service principal.

If you're on Fabric/Premium, Workspace Monitoring gives deeper detail.
Store the history in a Lakehouse or Warehouse on a schedule, appending each time. The API only keeps recent refreshes, so this is needed for trends.
Model it as a star schema: a refresh fact table plus dataset, workspace, capacity, and date dimensions. Include expected schedules and SLAs so you can catch missed refreshes, not just failed ones.
Track key measures: success rate, data age vs. SLA, duration vs. baseline, consecutive failures, concurrent refreshes, and top errors.
Build the report with an overview health matrix (worst-first), trends, failure drill-through, and a capacity view.
Add alerts through Activator or Power Automate to Teams or email, so you don't depend on people opening the report.
Keep it maintainable: monitor the monitor, apply RLS for workspace owners, and later add dataflows and pipelines for upstream lineage.

Are your datasets on Fabric/Premium capacity or Pro? That decides whether Workspace Monitoring is an option.

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Hi sandlox​ 

We would like to inquire whether have you got the chance to check the solutions provided by other users in community to resolve the issue. We hope the information provided helps to clear the query. Should you have any further queries, kindly feel free to contact the Microsoft Fabric community.

Hi sandlox​ 

You can pull refresh status data using Power BI Refresh History API or Admin API for all datasets at once and log each refresh result of status, duration, timestamp, and error message fields into table on schedule using Power Automate.

https://learn.microsoft.com/en-us/rest/api/power-bi/datasets/get-refresh-history

https://learn.microsoft.com/en-us/rest/api/power-bi/datasets/get-refresh-history-in-group

Hi 

can i have more detaille on the step please ? 

Hi pankajnamekar25​ 

the datasets belongs to a pro workspace 

Hi sandlox​ 

We haven’t heard from you on the last response and was just checking back to see if you have a resolution yet. And, if you have any further query do let us know.

Thank you.

Hi sandlox​,

Since you asked for more detailed steps and your semantic models are in a Pro workspace (so no Fabric notebooks or workspace monitoring), here is a complete setup that works with Pro only.

Step 1: collect the refresh history with PowerShell. The Get Refresh History API returns the recent refreshes for each semantic model. This script loops over every workspace you can access and appends the results to a CSV:

# one-time: Install-Module MicrosoftPowerBIMgmt -Scope CurrentUser
Connect-PowerBIServiceAccount

$rows = @()
foreach ($ws in Get-PowerBIWorkspace -All) {
    $datasets = (Invoke-PowerBIRestMethod -Method Get `
        -Url "groups/$($ws.Id)/datasets" | ConvertFrom-Json).value

    foreach ($ds in $datasets | Where-Object { $_.isRefreshable }) {
        $refreshes = (Invoke-PowerBIRestMethod -Method Get `
            -Url "groups/$($ws.Id)/datasets/$($ds.id)/refreshes?`$top=50" |
            ConvertFrom-Json).value

        foreach ($r in $refreshes) {
            $rows += [pscustomobject]@{
                RequestId   = $r.requestId
                Workspace   = $ws.Name
                Dataset     = $ds.name
                RefreshType = $r.refreshType
                Status      = $r.status
                StartTime   = $r.startTime
                EndTime     = $r.endTime
                Error       = $r.serviceExceptionJson
            }
        }
    }
}

$rows | Export-Csv "C:\PBI\refresh_history.csv" -NoTypeInformation -Append

Step 2: schedule it. The API only keeps recent history, so run the script daily (Windows Task Scheduler is enough) and save the CSV to a OneDrive or SharePoint folder so the service can refresh from it.

Step 3: build the report. In Power BI Desktop, load the CSV, then in Power Query remove duplicates on RequestId (the append will repeat runs that are still in the API window) and add a duration column. Useful measures:

Refreshes = COUNTROWS ( Refresh )

Failed Refreshes =
CALCULATE ( [Refreshes], Refresh[Status] = "Failed" )

Success Rate =
DIVIDE ( [Refreshes] - [Failed Refreshes], [Refreshes] )

Avg Duration (min) =
AVERAGEX (
    FILTER ( Refresh, NOT ISBLANK ( Refresh[EndTime] ) ),
    DATEDIFF ( Refresh[StartTime], Refresh[EndTime], SECOND ) / 60
)

Last Status =
VAR LastStart = MAX ( Refresh[StartTime] )
RETURN
    CALCULATE ( MAX ( Refresh[Status] ), Refresh[StartTime] = LastStart )

Step 4: the dashboard layout I would use:

cards        -> refreshes today, failed today, success rate
table        -> dataset | last status | last end time | avg duration
line chart   -> duration per dataset over time (spots slow growth)
table        -> failed refreshes with the Error text

Finally, add a data alert on the "failed today" card, or a subscription, so someone hears about failures without opening the report.

So my overall approach would be:

PowerShell + Refresh History API, appended daily
-> CSV in OneDrive / SharePoint
-> dedupe on RequestId, add duration
-> status, duration and error views + alert on failures

That gives you a working monitor today on Pro, and you can later move the same logic to a notebook and lakehouse if you get Fabric capacity.

AI-assisted drafting: AI was used to help structure and phrase this response. I reviewed and validated the technical content before posting.