report builder refresh

[powerbiexpert22]

does report builder imports data (like power bi desktop) when we connect it with excel located on sharepoint folder or it works like directly query?

[v-sshirivolu]

Hi @powerbiexpert22 ,

Power BI Report Builder does not import the data like Power BI Desktop. When you connect it to an Excel file stored on SharePoint, it behaves more like a DirectQuery connection:

• The data is queried live from the Excel file each time the report is run.

• Report Builder does not store a copy of the data internally.

• This ensures that your report always reflects the latest data in the Excel file on SharePoint.

Key difference:

• Power BI Desktop: By default, imports data into its internal model (unless DirectQuery is used).

• Report Builder: Always fetches data on-demand from the source.

This is important for performance and real-time reporting considerations.

[v-sshirivolu]

Hi @powerbiexpert22 ,

I hope the information provided above assists you in resolving the issue. If you have any additional questions or concerns, please do not hesitate to contact us. We are here to support you and will be happy to help with any further assistance you may need.

[jaineshp]

Hey @powerbiexpert22,

Report Builder operates on a direct query model when connecting to Excel files hosted on SharePoint, similar to live connections rather than data import functionality.

Key Points:

• Live Connection: Report Builder establishes real-time connectivity to the Excel file on SharePoint
• No Data Import: Unlike Power BI Desktop, no data is cached or stored locally within the report
• Dynamic Refresh: Each report execution pulls current data directly from the SharePoint source
• Performance Consideration: Query response time depends on SharePoint server performance and file size

Recommended Solutions:

• Optimize Data Source: For large datasets, consider migrating from Excel to SQL Server or Azure SQL Database for better query performance
• Configure Timeouts: Adjust report execution timeout settings to accommodate SharePoint response times
• Permission Management: Verify that Report Builder service accounts maintain appropriate read permissions for the SharePoint directory
• Implement Caching: Enable report-level caching for scenarios where data updates are infrequent to improve user experience
• Monitor Performance: Track query execution times and implement data source optimization if response times exceed acceptable thresholds

Additional Considerations:

• SharePoint connection stability may impact report reliability
• Network latency between Report Builder server and SharePoint can affect performance
• Consider implementing error handling for connection timeout scenarios

This approach ensures data freshness but requires careful performance tuning for optimal user experience.

Fixed? ✓ Mark it • Share it • Help others!

Best Regards,
Jainesh Poojara | Power BI Developer

[MohamedFowzan1]

Hi @powerbiexpert22 

• Report Builder does not store or cache the Excel data inside the .rdl file, every time you run or refresh the report, it queries the file from SharePoint in real-time. (i.e works like Direct Query)
• I have had the same requirement: If you want it to behave more like Import, you’d need to point Report Builder to a prepared dataset in a Power BI semantic model instead of the raw Excel.