How to refresh powerbi report in services through power automate

[User232431]

Hi 

I have powerbi report published in services with three datasets which linked to onedrive three excel (Log_1.xlsx,Log_2.xlsx,Log_3.xlsx) files respectively.

How can i create a power automate flow to update all the below datasets when there above three file created in folder in onedrive. 

Thanks in advance

[v-hashadapu]

Hello @User232431 , Just getting back to see if the shared details answered your question. If so, marking it as "Accept as Solution" would be greatly appreciated to guide others in the community. Feel free to reach out with any additional questions!

[v-hashadapu]

Hi @User232431 , hope you're doing well! Just checking in to see if you had a chance to review the details shared earlier. If any of the information addressed your needs, feel free to mark it as "Accept as Solution"  to help others in the community. Please let me know if you have any further questions!

[v-hashadapu]

Hi @User232431 , I wanted to check with you and see if the provided information was useful. If any of it helped resolve your question, consider marking it as "Accept as Solution" to make it easier for others to find. Let me know if there's anything else I can assist with!

[v-hashadapu]

Hi @User232431 , Thank you for reaching out to the Microsoft Community Forum.

You can use Power Automate with a single flow. Start with the "When a file is created (properties only)" trigger from the OneDrive for Business connector, pointed at the specific folder where the files arrive. Add a Condition or Switch action to check the file name. For example, if the file name contains Log_1.xlsx, trigger the "Refresh a dataset" action from the Power BI connector and select the corresponding dataset Log_1 from the correct workspace. Repeat similar conditions for Log_2.xlsx and Log_3.xlsx, each linked to their respective datasets.

This way you can avoid creating multiple flows and keeps everything centralized. Make sure the datasets are already published in the Power BI Service and that your workspace is in a Pro or Premium capacity to allow API-triggered refreshes. Keep in mind OneDrive sync can introduce a short delay, so it's wise to add a small wait or retry logic if needed.

If this helped solve the issue, please consider marking it “Accept as Solution” and giving a ‘Kudos’ so others with similar queries may find it more easily. If not, please share the details, always happy to help.
Thank you.

[User232431]

Hi Thanks for reply , I can see only Dashboard(report) name in the Dateset* field not a individual dataset from report.Please find the below pic for your referance

Thnaks

[v-hashadapu]

Hi @User232431 , Thank you for reaching out to the Microsoft Community Forum.

In Power BI, when you publish a report from Power BI Desktop, it creates a single dataset, no matter how many source files you used. These files become tables inside that one dataset.

That's why in Power Automate, you only see the report-level dataset in the "Dataset*" dropdown. Power BI doesn't treat each Excel file as a separate dataset. To refresh them, you just refresh that one dataset, and all tables linked to the Excel files will be updated together.

If this helped solve the issue, please consider marking it “Accept as Solution” so others with similar queries may find it more easily. If not, please share the details, always happy to help.
Thank you.

[Nasif_Azam]

Hey @User232431 ,

To refresh a Power BI report with multiple datasets linked to OneDrive Excel files (like Log_1.xlsx, Log_2.xlsx, Log_3.xlsx) automatically using Power Automate when a new file is created in OneDrive.

Goal

Trigger a dataset refresh in Power BI each time a new file appears in the OneDrive folder for each dataset (Log_1, Log_2, Log_3).

High-Level Flow Design

You need to create three flows (or one flow with conditions), each watching for a new file and refreshing a corresponding dataset.

Option 1: Create Separate Flows (One Per Log File)

Step-by-Step for Log_1.xlsx:

1. Trigger:

   • Trigger type: When a file is created (properties only)

   • Connector: OneDrive for Business

   • Folder path: /YourFolderPath/

   • Add a condition to check if the file name contains Log_1.xlsx

2. Action: Refresh Dataset

   • Action: Refresh a dataset

   • Connector: Power BI

   • Workspace: Select the workspace where the dataset is published

   • Dataset: Select the one linked to Log_1.xlsx

3. (Optional) Send Notification

   • Add email/Teams notification for confirmation or failure alert.

Repeat the above steps for Log_2.xlsx and Log_3.xlsx, adjusting the filename and dataset.

Option 2: One Flow with Condition Control (Advanced)

You can have a single flow with:

• One trigger: When a file is created

• A switch case or multiple conditions to determine which dataset to refresh based on file name.

If filename contains "Log_1.xlsx" → Refresh Dataset 1
If filename contains "Log_2.xlsx" → Refresh Dataset 2
If filename contains "Log_3.xlsx" → Refresh Dataset 3

Things to remember:

• Dataset must be on a Premium or Pro workspace for scheduled or API-triggered refresh.

• OneDrive sync may take a few minutes to reflect the updated Excel file in Power BI Service.

• Ensure that "Keep data updated in Power BI" is enabled for Excel files stored in OneDrive.

Screenshot Interpretation

Your screenshot shows datasets named Log_1, Log_2, and Log_3 under Data pane, confirming they are separate data sources. Make sure:

• Each dataset is stored separately in Power BI Service.

• The dataset names in Power BI match the names used in the Power Automate flow.

Optimization Tips

• Add retry policies or delay in case refresh fails due to sync delay.

• Use “Get datasets” and “Get refresh history” actions for logging refresh status.

If you found this solution helpful, please consider accepting it and giving it a kudos (Like) it’s greatly appreciated and helps others find the solution more easily.

Best Regards,
Nasif Azam

[BhavinVyas3003]

• Use the "When a file is created" trigger in OneDrive for Business.
• Add conditions to check if the filename matches Log_1, Log_2, or Log_3.
• Use separate "Refresh a dataset" actions for each corresponding dataset.
• Requires Power BI Pro or Premium Per User license and Power Automate premium connectors.
• Power BI Pro is limited to 8 refreshes per day per dataset.
• Use Premium capacity to increase refresh frequency limits.

https://powerbi.microsoft.com/en-us/blog/refresh-your-power-bi-dataset-using-microsoft-flow

https://learn.microsoft.com/en-us/power-bi/connect-data/refresh-excel-file-onedrive

https://learn.microsoft.com/en-us/power-bi/connect-data/refresh-data