Automatic Refresh of PowerBI Report from Excel

[zam30390]

Hello, 

I am to introduce PowerBI to my company. I have data from Excel that I turned into PowerBI reports. I want my reports to always refresh when I vhange something on Excel. I have the free version. Do I need to do it through the SharePoint ( I heard there are some security problems and that files could get deleted) or through oneDrive?

What is the most secure way and that I can do on my own?

Thank you

[Anonymous]

Hi @zam30390 ,

If only the data in Excel has changed but not the columns, you can set up automatic refresh policy or refresh it manually in power bi service.

For example, you can set it to refresh data at 1 am every day.

You can also manually refresh and import data at any time.

Best Regards,

Wearsky

[Anonymous]

Hi @zam30390 ,

1\ Let's say you have a workspace using power bi pro license and you have published the report and semantic model to it. If you want user A to be able to read/edit the report, you can assign the workspace member permission to user A. Secondly, user A also needs a power bi pro license.

2\ It's up to you. For security reasons, I recommend saving the file locally.

Hope it makes sense.

Best Regards,

Wearsky

[zam30390]

Hi @Anonymous ,

okay, but is there a way for it to automatically refresh when it is saved locally ? I thought that is possible through the cloud (oneDrive or SharePoint)

Best regards,

[Idrissshatila]

Hello @zam30390 ,

it's not possible to refresh just when the excel is saved, you need to set it as @Anonymous  mentioned.

[Anonymous]

Hi @zam30390 ,

Your report needs to be published to Power Bi Service for users to read/edit.

However, the data source (Excel) used by the report can be saved in any location (company local computer/sharepoint/onedrive...). It depends on you.

Best Regards,

Wearsky

[zam30390]

Thank you @Anonymous 
so to resume
1) if I want my colleagues to read/edit my report, we all need to have PowerBI Service so I can save it there and for them to edit it.
2) For the automatic Refresh, I should save the data source on the OneDrive but then also save it locally for more security.

is this accurate?

[Anonymous · Accepted solution]

Hi @zam30390 ,

1\ For security reasons, you may save the excel file on the company pc instead of Sharepoint or Excel.

After you publish the report/semantic model to the service, you can get the Excel data through the gateway every time you refresh the data.

2\ You cannot share reports with other users if your license is free license. 

3\ If you just want users to access the report, you don't need to create an app.

Hope it helps.

Best Regards,

Wearsky

[zam30390]

Hi @Anonymous,

1) so you are saying I need to have the Service also
2) by share, I meant put it up on the cloud where they can access it and change the report themselves if they want.

Thank you

[Idrissshatila]

Hello @zam30390 ,

Inorder to share the report with others, it should be published to Power BI service (cloud), and provide access to them on the report.

you can provide viewer access which grant them only view access to the report without them being able to change in it.

check this out https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/sharepoint-scenario-publish-report

check the permission roles in service 
https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-roles-new-workspaces

how to give users access to power bi https://learn.microsoft.com/en-us/power-bi/collaborate-share/service-give-access-new-workspaces

[Idrissshatila]

@zam30390 ,

also as mentioned by @Kedar_Pande , it won't refresh automatically when a change occurs in the excel, you need either to manually refresh the power bi report from service or you set a schedule report on a certain time and every change before it will be applied. 

[Kedar_Pande]

OneDrive for Business (Recommended for you)-

• OneDrive can automatically sync Excel changes with Power BI if you connect the Excel file from your OneDrive. Changes in the Excel file on OneDrive will sync every hour if set up properly.
• You have more control over the process, and setting this up doesn't require extensive permissions beyond your own.

Since you’re on the free version of Power BI, automatic refreshes from OneDrive/SharePoint will still require manual action (e.g., refreshing when opened) unless upgraded to Power BI Pro or Power BI Premium.

[zam30390]

Thank you for the responsee
Is it safe to upload sensitive financial data om OneDrive or is SharePoint better that way?
about the free version, I could also buy another version if it guarantees safety, but does every one in the company who wants to edit also needs it?
Another question: Do I also need the Service App and what for? 
@Idrissshatila