It seems like the issue is specific to the one user’s ability to connect to the data models within the shared Excel file, despite them having the correct permissions and being able to create new Analyze in Excel exports and connections manually without issue. Here are some potential causes and solutions to explore:
1. External Data Connections Cache Issue
Excel stores data connection information, and this information can sometimes become corrupted or outdated, especially when files are frequently copied or transferred via email. The fact that the user can re-add the connection daily but the issue returns the next day suggests the issue may relate to the cached connection details.
Solution:
- In the Excel file, have the user try clearing the cache of external data connections:
- Go to Data > Queries & Connections > Right-click the problematic connection > Properties.
- Ensure the "Save password" option is unchecked (for security), and click Clear Cache.
- After clearing the cache, save the file and see if the problem persists.
2. Network or Firewall Restrictions
Since the issue is isolated to this one user, it’s possible that network or firewall restrictions are blocking this user from consistently accessing the external Power BI models via the pre-configured connection in the Excel file.
Solution:
- Ask the user to check if they are on the same network or VPN configuration as the other users when the issue occurs. Sometimes, differences in network routing, proxy settings, or firewall rules could cause intermittent access issues.
- Ensure the necessary endpoints used by Excel to communicate with Power BI are not being blocked (e.g., *.powerbi.com, *.analysis.windows.net).
3. Corruption in the Specific Excel File Version
Since a new version of the file is sent daily, there could be a persistent corruption in the specific Excel template or file version being sent, which is affecting only this user. The fact that re-adding the connection works indicates that the file structure itself may be problematic.
Solution:
- Try creating a completely new Excel file with the same Power BI model connections from scratch and send it to the affected user.
- If the new file works without issue for the user, the original file may have some lingering corruption. In this case, rebuilding the template from scratch may solve the issue long-term.
4. Excel Add-ins Conflicts
Conflicts between Excel add-ins, particularly data-related ones, can interfere with external connections, causing the behavior you're seeing.
Solution:
- Ask the user to temporarily disable all Excel add-ins to see if the issue persists:
- Go to File > Options > Add-ins, and manage COM Add-ins or Excel Add-ins.
- Disable them and restart Excel to see if the connection issue is resolved.
- If disabling the add-ins resolves the problem, enable them one by one to identify the culprit.
5. Outdated Office or Power BI Components
If the user’s Excel installation or certain Power BI-related components are outdated, it might cause intermittent issues with model connections.
Solution:
- Ensure that both Excel and any Power BI-related components, like the Analyze in Excel updates, are fully up to date.
- Ask the user to repair their Office installation to ensure no corruption exists in the Excel software itself:
- Go to Control Panel > Programs > Office > Repair.
6. Connection Permissions Cache or Credential Conflict
The affected user’s local credentials for accessing Power BI may be cached incorrectly or out-of-date for this specific Excel file. When the user manually re-adds the connection, new credentials may be applied, but this doesn’t persist across sessions.
Solution:
- Ask the user to clear their cached credentials for Power BI connections in Excel:
- Go to File > Account > Sign out of all services, and then sign back in with the correct account.
- Alternatively, the user can try going to the Data tab in Excel, selecting Get Data > Data Source Settings, and clearing out any outdated credentials related to Power BI.
7. Power BI Dataset Permissions Misalignment
Although the user has access to the Power BI models, there might be a misalignment with the specific dataset permissions when accessed through the shared file, possibly due to changes in the workspace or dataset security roles.
Solution:
- Double-check that the user’s access permissions (either via workspace membership or dataset permissions) are fully synchronized and up to date. Even though the user has "Member" access, dataset permissions may sometimes need to be reviewed.
8. Microsoft Account Confusion
If the user has multiple Microsoft or Azure accounts (e.g., personal and organizational accounts), Excel might be confused about which account to use when connecting to the Power BI model. This is especially likely if the user is logged into both accounts in the same session.
Solution:
- Have the user ensure they are signed into the correct account in Excel, both for the Office environment and for Power BI.
- You can check the signed-in account in Excel by going to File > Account. If they are logged into multiple accounts, try signing out of the non-relevant one.
