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pasiK's avatar
pasiK
Regular Visitor
1 year ago
Solved

Sharepoint folder not synchronising new files

Hi Guys,   I'm new here and would like some advice reguarding an issue.   PowerBi is not synchronising the dataset using the SharePoint folder source when new files are added to the location. thi...
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  • v-pnaroju-msft's avatar
    v-pnaroju-msft
    1 year ago

    Thankyou, IoannisPhilip, burakkaragoz and Nasif_Azam for your responses.

    Hi pasiK,

    We sincerely appreciate your inquiry posted on the Microsoft Fabric Community Forum.

    From my understanding, since the existing files are syncing correctly but the newly added files are not appearing, the issue most likely arises from how Power BI processes the folder structure during refresh. This is especially relevant if you are using SharePoint.Files(), which may cache results and fail to detect new entries.

    To resolve this matter, kindly follow the steps outlined below:

    1. Use SharePoint.Contents() instead of SharePoint.Files(). This method offers more reliable folder-level navigation and helps avoid metadata caching issues.
      a. In Power BI Desktop, please remove the existing SharePoint.Files connection.
      b. Use the function SharePoint.Contents("https://yourtenant.sharepoint.com/sites/yoursite").

    2. Avoid hardcoding file names or folder paths. Instead, employ dynamic filtering. For example, filter by file extension as demonstrated below:
      Table.SelectRows(Source, each Text.EndsWith([Extension], ".csv"))

    3. Slightly modify the Power Query steps, such as renaming a step temporarily, then save and revert the change. Re-publish the report to Power BI Service. This action may force schema re-evaluation and enable detection of new files.

    Additionally, please refer to the following links for more information:
    Power Query SharePoint folder connector - Power Query | Microsoft Learn
    SharePoint.Contents - PowerQuery M | Microsoft Learn

    If you find our response helpful, kindly mark it as the accepted solution and provide kudos. This will assist other community members who may have similar queries.

    Should you have any further questions, please feel free to contact the Microsoft Fabric community.

    Thank you.

burakkaragoz's avatar
burakkaragoz
Icon for Super User rankSuper User
1 year ago

Hi pasiK ,

This is a common issue with Power BI and SharePoint integration. Here are some steps and things to check that may help resolve your problem:

  1. Check the Power BI Refresh Schedule

    • Make sure your dataset is scheduled to refresh regularly in the Power BI Service. If refresh is paused or failing, new files won’t appear.
    • Go to the workspace, find your dataset, and look at the refresh history for any errors or warnings.

  2. Verify SharePoint Folder Connection

    • Sometimes the connection to the SharePoint folder needs to be re-authenticated, especially if credentials have changed or expired.
    • In Power BI Service, check the data source credentials for your dataset and re-enter them if needed.

  3. File Permissions and Access

    • Ensure the account used by Power BI has access to the new files and the folder in SharePoint.
    • If files are uploaded by different users or permissions are changed, Power BI might not see them.

  4. File Metadata and Supported Formats

    • Power BI may not recognize files if their format or metadata is different from the original files.
    • Make sure new files are of the same type and structure as those previously synced.

  5. Check for Hidden Errors

    • Even if no error message appears, check the Power BI refresh history for any subtle issues.
    • Sometimes, Power BI will skip files it cannot parse without showing a visible error.

  6. Recent Service Updates

    • Occasionally, changes or outages in Power BI or SharePoint can affect synchronization. Check the Microsoft 365 Service Health Dashboard for any known incidents around June 9th.

What you can try:

  • Manually refresh the dataset in Power BI Service and check if the new files appear.
  • Reconnect the SharePoint folder source in Power BI Desktop, republish the report, and see if that resolves the issue.
  • Double-check the SharePoint folder path hasn’t changed, and that the folder still contains all expected files.

If you provide more details (such as the refresh history or errors in the Power BI Service), the community can give more targeted advice.

Hope this helps you get your files syncing again!
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