Query Regarding Power BI schedule Refresh

[Subrat2581]

Question:

I have created a Power BI dashboard that connects to a MySQL database hosted in Azure. After publishing the dashboard to Power BI Service, I need to ensure the data is refreshed regularly. I am looking for guidance on the following:

1. Scheduled Refresh Configuration:

   • Do I need to set up a local system(connected 24X7)  with a gateway to facilitate the scheduled refresh, or can Power BI Service directly connect to the Azure-hosted MySQL database without a gateway?
   • What are the specific steps to configure the scheduled refresh in Power BI Service?

2. Security Considerations:

   • Are there any specific best practices for securely connecting Power BI to an Azure-hosted MySQL database, especially regarding credentials and access control?

Thanks

[Idrissshatila · Accepted solution]

Hello @Subrat2581 ,

if you're accessing a db through vpn , then you're right as you mentioned you'll need a server 24/7 that has internet and a gateway so it would refresh with service.

[Subrat2581]

So my next question is if I am accessing the DB thorugh VPN, that means to have a scehduled refresh I need a local system which should be connected 24X7 to the network so that it can be  pathway or connection between DB & Power BI service.
The moment the local system is not connected with internet then the refresh fails.
please suggest if any changes in the scenarios are there

[Idrissshatila · Accepted solution]

Hello @Subrat2581 ,

if you're accessing a db through vpn , then you're right as you mentioned you'll need a server 24/7 that has internet and a gateway so it would refresh with service.

[Subrat2581]

Thanks for addressing the concern...my next question is are there any particular system config for the local system which will be running 24X7

[Anonymous]

Hi, @Subrat2581 

Merry Christmas to you. Previously we have provided a solution to help you solve the problem. Since we haven't heard back from you yet, I'd like to confirm if you've successfully resolved this issue or if you need further help?
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[Anonymous · Accepted solution]

Your solution is so great Idrissshatila 

Hi, @Subrat2581 

For Windows systems, you can follow the article below to set up 24x7 operation.

How do I keep my display on 24/7 - Microsoft Community

If Idrissshatila answers your original question, you can accept it as a solution so that others will know that the question has been answered and help other people in the community. Thank you again for participating!

Best Regards

Jianpeng Li

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[rajendraongole1]

Hi @Subrat2581 - 

If your Azure-hosted MySQL database is publicly accessible (i.e., has a public IP address and is not restricted to specific on-premises networks), you do not need a gateway. Power BI Service can connect directly to the database over the internet.
If the database is behind a private network (e.g., secured within a virtual network or accessible only from an on-premises environment), a gateway will be required to bridge the connection between Power BI Service and the database.
Steps to Configure Scheduled Refresh
Publish the Report:

After creating and testing your dashboard in Power BI Desktop, publish it to Power BI Service.
Set up a Data Source Connection:

Go to the dataset in Power BI Service.
Navigate to Settings > Dataset > Data source credentials.
Configure the connection to the Azure-hosted MySQL database:
Choose the appropriate authentication method (usually basic with a username and password).
Ensure the connection test passes.
Enable Scheduled Refresh:

In the same Settings > Dataset menu, go to the Scheduled Refresh section.
Enable Keep data updated.
Set the frequency of the refresh (e.g., daily, hourly).
Specify the time zones and refresh windows as needed.
Using a Gateway (if required):
If your database is private, install and configure an On-premises Data Gateway on a machine that has network access to the Azure-hosted MySQL database.
Add the data source in the gateway settings, matching the credentials used in Power BI Desktop.

Ensure that the connection from Power BI Service to the Azure-hosted MySQL database is tested frequently to avoid refresh failures.

Alerting: Configure email notifications in Power BI Service to alert you in case of scheduled refresh failures.

Hope the above details give a clarity

[Subrat2581]

So that means I need a local system to be connected 24X7 to the internet so that the bridge is maintained between DB & Power BI service for scheduled refresh, if my local system fails to connect with DB then the schedule refresh will also fail.
Please suggest if there are any chnages in my view