Schedule Refresh - Salesforce Reports

[Anonymous]

Hi

Due to the Power BI and Salesforce limitation of a maximum of 2,000 rows per query, I have had to split a report into 8 seperate reports.

When I publish to my workspace and go to schedule refresh I get an error saying my refresh token has expired.

When I reduce the number of reports to 5, so remove 3 of the reports that I still actually need, the schedule refresh then goes back to working.

Is there a set limit of reports that can be schedule to refresh?

Regards

Water_Hydration

[carter_gray705]

There isn't a known limit on scheduled refreshes by report count. It sounds more like a Salesforce authentication or refresh token issue. Try reauthenticating the Salesforce connection and check the refresh history for more detailed error messages.

[metrica]

Hello there,

I would not treat this as a fixed limit on the number of Salesforce reports. It looks more like the refresh becomes fragile when the original report is split into many separate Salesforce Reports queries.

The 2,000-row issue comes from the Salesforce Reports connector. If you keep splitting reports into smaller reports, scheduled refresh can become harder to maintain and may run into token, timeout, or API-related issues.

The cleaner native option is to use Salesforce Objects instead of Salesforce Reports, then rebuild the reporting logic in Power BI. The Objects connector does not have the Salesforce Reports 2,000-row limit.

Another option is Power BI Connector for Salesforce by Metrica Software: https://appexchange.salesforce.com/appxListingDetail?listingId=31526f0e-abd8-4cb5-bd1a-3bd56b5c0577

It lets you prepare Salesforce data sources, select objects and fields, apply filters, preview the output, and use SOQL mode when needed. This can help avoid maintaining many split Salesforce reports just to work around the 2,000-row limit.

Docs and support:
https://metricasoftware.com/docs/salesforce/
https://metricasoftware.com/docs/salesforce/contact-support/

Cheers,
Metrica Team

[jasonmiller11tt]

nice

[ReportGuru]

Hi, were you able to find a solution? As a workaround, maybe you can try to test your connection with a 3rd party connector. I've tried windsor.ai, supermetrics and funnel.io. I stayed with windsor because it is much cheaper so just to let you know other options. In case you wonder, to make the connection first search for the Salesforce connector in the data sources list:

After that, just grant access to your Salesforce account using your credentials, then on preview and destination page you will see a preview of your Salesforce fields:

There just select the fields you need. It is also compatible with custom fields and custom objects, so you'll be able to export them through windsor.  Finally, just select PBI as your data destination and finally just copy and paste the url on PBI --> Get Data --> Web --> Paste the url. 

[v-juanli-msft]

Hi @Anonymous 

When configuring data source under gateway and entering credential under schedule refresh setting,

Do you use an OAuth authenticate?

If so, an OAuth Refresh token should expire if it has been inactive for 90 days. 

So check if the dataset/reports is inactive for these days.

Or the Azure Active Directory (AAD) OAuth token, used by many different data sources, expires in approximately one hour.

This error will occur when loading data takes longer than the token expiration (more than one hour).

As for "Salesforce Reporting row number Limitations", please refer to this thread.

When using Salesforce Object connector in Power BI Desktop, it doesn’t have the 2000 row limit.

Best Regards
Maggie

Community Support Team _ Maggie Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

Hi

Due to the Power BI and Salesforce limitation of a maximum of 2,000 rows per query, I have had to split a report into 8 seperate reports.

When I publish to my workspace and go to schedule refresh I get an error saying my refresh token has expired.

When I reduce the number of reports to 5, so remove 3 of the reports that I still actually need, the schedule refresh then goes back to working.

Is there a set limit of reports that can be schedule to refresh?

Regards

Water_Hydration