Data source functionality

[TermsOfService5]

Hey, I am a new Power BI user. I am trying to create a dashboard for my users. I am thinking of 2 options.

I have some questions about data source functionality.

My data sources include 5 static excel files and 2 (also static) excel files that will need to be updated monthly.

Option 1:

I create a dashboard on my local PC and publish it on a PowerBI reporting server. I have a 1-year pro license, but they do not.

Q1) Will my users be able to change the location of data source in that dashboard from my PC to their PCs?

Q2) Will this change of location of data source cause any problems?

Option 2:

I create a dashboard on my local PC and send them a copy of it to be saved on their local PCs. I do not do any publishing.

Q1) Will my users be able to change the location of data source in that dashboard from my PC to their PCs?

Q2) Will this change of location of data source cause any problems?

Some general questions:

I create a dashboard on my local PC and then update 2 excel files at the beginning of each month to include another month of data. Both dashboard and Data file reside on my PC.

Q1) Will Power BI automatically update the data in its model since the data file is the same?

Q2) Will I need to take any additional steps for the new data to be reflected in my dashboard?

Thanks.  

[lbendlin · Accepted solution]

You're not creating a dashboard, you are authoring a report (with underlying dataset).  Dashboards are something you create on the Power BI service by pinning report visuals to a "live" canvas.

If you create your Power BI Desktop file (the .pbix)  you can share that file with anyone. If they have Power BI Desktop installed they can open the file and look at the report pages.  If you send them the Excel files and they place them in the same folder structure then they could also refresh the .pbix .  If you place the Excel files onto a shared folder (for example OneDrive) then they can refresh their local .pbix copies from there.  Technically(!) you could even place the .pbix file onto that shared folder. However you'd want to make it read only otherwise the other users could mess it up.

That's pretty much the extent of the "free" Power BI.  Anything beyond that requires some sort of license.

[aj1973 · Accepted solution]

Hi @TermsOfService5 

Option1

Q1: No they will not be able unless they have acces to your PC

Q2: Not really, the user will need to change the setting connection to the Data source in their Power Bi desktop

Option2

Q1: Yes, as long as the Data source is in their PCs

Q2: It shouldn't

General Q

Q1 : No, to update reports and dashboards automatically

1. The dataset needs to be in one location/Shared folder
2. Pro License for whoever going to execute the refresh process
3. The refresh process needs a Power Bi Gateway to do the job

Q2 : Since you are the only one with a pro License then install a personal Gateway or entreprise Gateway (on premises) connected to the dataset and you will be provided with up to 8 refreshes per day.

[lbendlin · Accepted solution]

You're not creating a dashboard, you are authoring a report (with underlying dataset).  Dashboards are something you create on the Power BI service by pinning report visuals to a "live" canvas.

If you create your Power BI Desktop file (the .pbix)  you can share that file with anyone. If they have Power BI Desktop installed they can open the file and look at the report pages.  If you send them the Excel files and they place them in the same folder structure then they could also refresh the .pbix .  If you place the Excel files onto a shared folder (for example OneDrive) then they can refresh their local .pbix copies from there.  Technically(!) you could even place the .pbix file onto that shared folder. However you'd want to make it read only otherwise the other users could mess it up.

That's pretty much the extent of the "free" Power BI.  Anything beyond that requires some sort of license.