PBI Gateway failing on scheduled refresh

[U156531]

I have an on prem PBI Gareway installed on my notebook EXPCV1. Its been running well for the most part but for the past couple of days I've been getting this error below when the scheduled refresh runs. Strangely if I click the Refresh Now button the report refreshes through the gateway successfully. 

Failure details: The last refresh attempt failed because of an internal service error. This is usually a transient issue. If you try again later and still see this message, contact support.

{"error":{"code":"DM_GWPipeline_Gateway_MashupDataAccessError","pbi.error":{"code":"DM_GWPipeline_Gateway_MashupDataAccessError","parameters":{},"details":[{"code":"DM_ErrorDetailNameCode_UnderlyingErrorCode","detail":{"type":1,"value":"-2147467259"}},{"code":"DM_ErrorDetailNameCode_UnderlyingErrorMessage","detail":{"type":1,"value":"<ccon>The database has been placed in a state by user 'Admin' on machine 'EXPCV1' that prevents it from being opened or locked.</ccon>"}},{"code":"DM_ErrorDetailNameCode_UnderlyingHResult","detail":{"type":1,"value":"-2147467259"}},{"code":"Microsoft.Data.Mashup.ValueError.Detail","detail":{"type":1,"value":"<ccon>FailureAnalysis.accdb</ccon>"}},{"code":"Microsoft.Data.Mashup.ValueError.Reason","detail":{"type":1,"value":"DataFormat.Error"}}],"exceptionCulprit":1}}} Table: Merge1.

[Poojara_D12]

Hi @U156531 

The error you're encountering during scheduled refresh—DM_GWPipeline_Gateway_MashupDataAccessError with the message "The database has been placed in a state by user 'Admin' on machine 'EXPCV1' that prevents it from being opened or locked"—typically indicates a file-level access conflict with your local Access database file (FailureAnalysis.accdb) used as a data source. This usually happens when the file is either open in another program like Microsoft Access, or locked by a process (possibly the Refresh Now interaction or antivirus software) at the time the scheduled refresh tries to access it. Unlike manual refresh, which runs interactively and can bypass transient locks, scheduled refresh through the on-premises data gateway runs as a background service and is more sensitive to access restrictions. To resolve this, ensure that the Access file is closed during scheduled refresh windows, is not being scanned or held open by other applications, and that the gateway service account has exclusive and stable file access. Also, make sure the machine (EXPCV1) remains powered on and connected, as local files or paths unavailable at refresh time can cause this kind of issue. Restarting the gateway and checking for Windows updates or file permission changes can also help in diagnosing the root cause.

[AnkitKukreja]

Hi! @U156531 

I believe this file is on Acess,

You're encountering a Power BI Gateway mashup error during scheduled refresh, but manual refresh works fine. This is a classic symptom of a file locking or access timing issue, especially with Access databases (.accdb).

Before the scheduled refresh, make sure:

• The .accdb file is not open in MS Access.
• If the gateway is running under your user account, and your notebook is asleep, locked, or logged out, the gateway may not function properly.
• Ensure your notebook does not sleep or hibernate during the scheduled refresh window.

I believe the Gateway is not on your machine and is not a personal gateway?

[U156531]

I query two different MS Access tables in the same database. I'm getting a contention error now with my Access database file so I added Mode="Read" to my select statement in the hopes that it might prevent the contention issue. Unfortunately this is creating the error "DataSource.Error: Microsoft Access: This function doesn't support the query option 'Mode' with value '"Read"'. Details: Read. Is there another way in PBI to specify read only?

[v-aatheeque · Accepted solution]

Hi @U15653 ,

• Consider loading each table into Power BI separately and then performing any merging or transformation steps inside Power BI, after data is loaded. This minimizes the duration and scope of file locks on the Access database.
• Ensure that the Access database isn't opened exclusively by another process.
• Try saving a copy of the database and connecting to that instead.

  If the issue still persists,In this scenario i suggest you to raise a support ticket here. so, that they can assit you in addressing the issue you are facing. please follow below link on how to raise a support ticket:

  How to create a Fabric and Power BI Support ticket - Power BI | Microsoft Learn
  
  

  If this post was helpful, please consider marking Accept as solution to assist other members in finding it more easily.

  If you continue to face issues, feel free to reach out to us for further assistance!

[v-aatheeque]

Hi @U156531 

Just checking in we noticed that your on-premises Power BI Gateway installed on EXPCV1 was intermittently failing during scheduled refresh, with successful manual refreshes. As previously shared, this can often be caused by the source database being locked or in an exclusive-use state.
We had recommended raising a support ticket so the concerned team could assist you further with backend diagnostics if the issue persists.

If you're still looking for more clarity or facing ongoing issues, feel free to share more details we’re happy to assist further.
If we don’t hear back, we may close this thread in line with our community guidelines, but you’re always welcome to post a new query anytime should the issue resurface or if you need help with anything else.

Thank you for being part of the Microsoft Fabric Community!

[ibarrau]

Hi. If the failure is always in a schedule refresh specific time and you are able to run the process manually, then talk with IT or DB admin to make sure there isn't any blocks at that specific time for reaching the db because the error is saying that it might be preventing to open a connection.

I hope that helps,