Forum Discussion
Refresh Excel based Reports of Semantic Model - Viewer/ Read Access Permissions
Hi henry_gonsalves ,
Thank you for reaching out to Microsoft Fabric Community Forum.
In Power BI, when using import mode and Excel reports connected to a Power BI dataset, there are a few key things to note regarding Viewer access and refresh ability:
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Viewers cannot refresh imported data in Excel unless they have Build permission on the dataset.
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Even if a scheduled refresh is set up in the Power BI Service, Excel files connected via import mode do not auto-refresh; they contain a static snapshot unless refreshed manually.
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In Excel, the Refresh button works only if the user has permission to access the data source i.e Power BI dataset.
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Without Build permissions, Excel will throw an error when a Viewer tries to refresh the connection.
- To allow users to refresh the dataset in Excel, ensure they are granted Build permissions on the dataset. This is required whether they are connecting through Analyze in Excel or through a live connection
Regards,
Chaithanya.
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Yes, this is possible for semantic models in Power BI premium workspaces
- Semantic Model Permissions
In Power BI:
- Grant Build permission on the dataset only to the SMEs.
This allows them to: - Use Analyze in Excel
- Create reports (including Excel pivot tables connected to the model)
- DO NOT grant Build permission to the viewers.
This prevents them from: - Opening a live connection to the dataset
- Building their own reports or Excel pivot tables
- SME-Developed Excel Reports
- SMEs build Excel files that connect to the semantic model (PBIX dataset) using Analyze in Excel or direct Power BI dataset connections.
- These Excel files can be:
- Published to OneDrive or SharePoint Online
- Shared directly via links with View permission only
- Viewer Experience
- Viewers open the Excel files via browser or desktop.
- Since the Excel file contains a pivot table backed by a Power BI dataset, the data can refresh upon open (if connection is preserved).
- Viewers will be prompted to authenticate, but since they don’t have Build permissions, they cannot change the model or use it in other contexts.
- Viewers can see refreshed data based on the dataset's import/refresh schedule, but they can’t alter the pivot table structure.
Please mark this post as solution if it helps you. Appreciate Kudos.
Thank you for your response. This is exactly the capability that I want.
Would I need to set anything up Excel side for the excel data to refresh if it is connected to the Power BI semantic model which would have a scheduled refresh (import mode)?
Would the viewers be able to click "Refresh" as normal as per other data sources/ pivot tables?
