share a pbix if the data source is excel

[Maria_Maria]

Hi!

I created a report with the data pulled from an excel file that is stored on my computer. Now I need to send this report to another person so that he can update those excel files. How do I do that?

Or I can upload the pbix to Power BI service and how this person will update the excel files?

Thank you!

[themistoklis]

@Maria_Maria 

Do you want the other person to get the data from PowerBI and update his own excel files?

[Maria_Maria]

Hi @themistoklis 

I created a report for another person and he/she will be updating the excel files (the data source) on his/her computer.

If I send just a pbix to them, the source excel files will still be on my computer.
If I share the report with them via Power BI Service, it won't fix the problem, the excel files will still be on my laptop as I created the pbix on it.

And they have Mac so the option to open Power BI Desktop and change the source is not an option either(

Is there any way to solve this?
Thanks!

[PaulDBrown]

You could try uploading the Excel file to OneDrive, referencing the source file in th e PBIX to the uploaded file URL. I'm not too sure what the implications are as regards the remote access to an external OneDrive would be. Worth a try though.

[themistoklis]

@Maria_Maria 

Can you put these files somewhere in the cloud (shared folder).

E.g. DropBox, OneDrive, Sharepoint

If yes then you can add the files there and add the dropbox or OneDrive link to PowerBI report

[Maria_Maria]

@themistoklisI can use dropbox, but is it possible to reference a dropbox file as a sourse for power bi?

[themistoklis]

@Maria_Maria 

Yes you can. When you create the dropbox link make sure you change the last number (which is zero) to one.

e.g. See PQ formula below:

Source = Excel.Workbook(Web.Contents("https://www.dropbox.com/.............=1"), null, true)

[Maria_Maria]

I figured out the correct link:

https://www.https://www.dropbox.com/scl/fi/rvw************ql4/bestsellers-with-categories.xlsx?dl=0&...

So the change would be:

Excel.Workbook(Web.Contents("https://www.https://www.dropbox.com/scl/fi/rvw************ql4/bestsellers-with-categories.xlsx?dl=0&..."), null, true)

Where do I insert it? Web option returns a mistake, it says the link is invalid

[themistoklis]

@Maria_Maria 

You should add it in the Power Query Editor:

Home --> Transform Data

Right Click on Queries section on the left hand side:

Create new blank query and add the formula in the formula section. Image below:

The formula should be on the first step (source step)

[Maria_Maria]

Thank you for helping me)

To make sure I got all this:

- I ask a person to upload his excel to DropBox and send me the link and then I can change the source as you described from my computer without having access to his dropbox?

I

[themistoklis · Accepted solution]

@Maria_Maria 

That's correct

Dropbox is a cloud storage. No need to access his dropbox account.

If you do right click on file then you have the option to 'Share the file'

Then select the 'Can View' option (not 'Can Edit') from the section:

Anyone with this link: can view

Then Copy link

Change Number from zero to one

Add it to PowerBI as mentioned on previous message

[Maria_Maria]

❤️thank you!)

[Maria_Maria]

@themistoklis 

Thank you!

Could you elaborate on that, please?

That's a link to my excel file:

https://www.dropbox.com/scl/fi/rv*********l4/bestsellers-with-categories.xlsx?dl=0&rlkey=ya********c...

I don't see any 0 to change( 

And in Power BI do I go to Get data from Web?

Appreciate your help!

[Maria_Maria]

@themistoklis 

I thought about that, but if they need to be stored locally ids there a workaround?

Maybe it's possible to change the link to the source on Power BI Service somehow?

[themistoklis]

@Maria_Maria 

PowerBI service can communicate directly with cloud systems and with local PCs through a gateway.

If you set up a gateway then PowerBI will communicate with the source dataset from PC where the gateway is installed.