Clarification Required on auto refresh function for Power BI

[MalcolmM]

Hello,

I have a requirement from the client where a auto data refresh for the data is needed.

The requirement goes as follows:

Since i am a fresher in power bi and have a desktop version of the power BI with me.

The ask is my client has certain feedback which is tracked through MS forms and that data is bought into an excel sheet.

Client will give me the first set of the excel dump file where the data is present.

I have to create first set of dashboards with the data provided and then provide that pbix file to the client.

Client will then save that pbix file in his licensed version of power bi.

a. Now my question is will the client able to see the dashboard withe pbix file provided by me(Structure of file and columns will remain the same)?

b. How the new data flowing in from MS forms into power bi will get auto refreshed?

c. Where this file needs to ne saved or some setting needs to be done within power bi for the new data to flow into the dashboard?

[rohit1991 · Accepted solution]

Hi @MalcolmM 

You're working with Power BI Desktop and need auto-refresh for a dataset sourced from MS Forms >> Excel. Here's how to handle it:

a. Will the client see the dashboard with the .pbix file provided by you?

     Yes, if the client has Power BI Desktop or uploads it to Power BI Service (Pro or Premium License).
     The structure and columns will remain intact as long as the Excel format does not change.

b. How will the new data from MS Forms auto-refresh in Power BI?

• If Excel is stored locally (on your desktop) >> No auto-refresh. Manual refresh is required.
• If Excel is in OneDrive/SharePoint >> Power BI Service can auto-refresh every hour.
• If Excel is in a SQL Database >> You can set up a Scheduled Refresh in Power BI Service.
• For MS Forms Direct Connection >> You can use Power Automate to push data directly into Power BI.

c. Where should the file be saved for auto-refresh?

     Best Option: Store the Excel file in OneDrive for Business or SharePoint Online.
     Steps for Auto Refresh in Power BI Service:

1. Upload your .pbix file to Power BI Service.
2. Go to Dataset >> Scheduled Refresh in Power BI Service.
3. Set up a refresh frequency (e.g., every hour).
4. Ensure the client’s Power BI account has access to the OneDrive/SharePoint file.