Refreshing Data in Service

[RossS]

I am trying to setup incremental refresh, I have followed the neccessary steps and published my report to Service (this just contains 1 day of data). When I refresh the model, I get the following error:

• Data source errorScheduled refresh is disabled because at least one data source is missing credentials. To start the refresh again, go to this dataset's settings page and enter credentials for all data sources. Then reactivate scheduled refresh.
• Cluster URIWABI-NORTH-EUROPE-redirect.analysis.windows.net

In Settings, 'Data source credentials' is greyed out and cannot be selected.

[v-sgandrathi]

Hi @RossS,

Thank you for reaching out to the Microsoft Fabric Community Forum.

This error suggests that the dataset’s connection to its data source is not fully authenticated in the Power BI Service. If the Data source credentials option is greyed out, it’s often because the dataset uses a shared cloud connection or a gateway connection managed at the workspace or Fabric item level, instead of being set directly in the dataset.

To fix this, go to workspace settings - Connections and gateways and check that the connection for your data source (like SQL, Lakehouse, or Dataflow) is correctly set up and signed in. If it’s invalid or expired, try re-authenticating. Afterward, you should be able to access or refresh the dataset credentials.

For Fabric items such as Lakehouse or Warehouse, credentials are managed automatically, and you can refresh from the Data tab in the workspace. For external sources like Azure SQL or SharePoint, make sure OAuth2 is selected and the publishing user has access.

Once the connection is valid and credentials are updated, enable Scheduled refresh so that incremental refresh works as expected.

Thank you.

[RossS]

When I go to workspace settings, there is no Connections and gateways

[v-sgandrathi]

Hi @RossS,

Thank you for the followup,

If you don’t see the Connections and gateways option in your workspace settings, it’s likely due to your workspace type, permissions, or data source. This feature is only available in Premium or Fabric-enabled workspaces, so it won’t show up in shared or Pro workspaces.
You must also be a Workspace Admin to manage connections, Members and Contributors won’t have access. For Fabric items like Lakehouse, Warehouse, or Dataflow Gen2, credentials are managed automatically, and you can refresh data from the Data tab in your workspace. After your connection is validated and credentials updated, the Data source credentials option will be available, allowing you to enable Scheduled refresh for incremental refresh.

Thankyou,
Community Spport Team.

[RossS]

Thank you for the reply.

I have a pro license. What I am trying to do is setup incremental refreshes so whenever a user wants to update the data, usually it will be for the current day only, a refresh is performed only for that day. Is there no way of doing this with a pro license?

[v-sgandrathi]

Hi @RossS

Thank you for confirming. Since you’re on a Pro license, incremental refresh isn’t available because it requires partition management, which is only in Premium or Fabric-enabled workspaces. You can still get similar results by using a parameter-based manual refresh. In Power BI Desktop, set up two parameters like RangeStart and RangeEnd and use them to filter your date column in Power Query. Before publishing, adjust these parameters to select the data you want, such as for the current day. After publishing, users can update the parameters in the dataset settings and refresh to update just that range. If you upgrade to Premium later, you can enable incremental refresh without needing to rebuild your model.

Thank you.

[RossS]

Thank you. Are you able to provide step by step instructions for the paramater-based manual refresh?

[v-sgandrathi · Accepted solution]

Hi @RossS,

To do this, open your report in Power BI Desktop and go to Transform Data -- Manage Parameters. Create two parameters -- StartDate and EndDate (or RangeStart and RangeEnd) -- with the data type set to Date or Date/Time. Apply a filter to your main data table using these parameters, so only rows within the chosen date range are loaded. For example, filter the date column by [Date] >= StartDate and [Date] <= EndDate.

After making these changes, publish the report to Power BI Service. In your workspace settings, find your dataset and look for the Parameters section under Dataset Settings. Here, you can update StartDate and EndDate whenever you want to refresh data for a certain period. Click Refresh Now after updating the parameters to load the filtered data.

Thakn you.

[v-sgandrathi]

Hi @RossS, 

Just wanted to follow up and confirm that everything has been going well on this. Please let me know if there’s anything from our end.
Please feel free to reach out Microsoft fabric community forum.

Thank you.

[v-sgandrathi]

Hi @RossS,

Just wanted to follow up and confirm that everything has been going well on this. Please let me know if there’s anything from our end.
Please feel free to reach out Microsoft fabric community forum.

Thank you.

[v-sgandrathi]

Hi @RossS,

We wanted to check if you had a chance to review our last reply. Let us know if it helped or if you need more guidance, we're always happy to help further.
Thank you.

[v-sgandrathi]

Hi @RossS,

As we did not get a response, may I know if the above reply could clarify your issue, or could you please help confirm if we may help you with anything else?

Thankyou.

[GilbertQ]

Hi @RossS 

What I have seen happen in the past is if you expand the On Premise Gateway section you will find that it is trying to use an On Premise Data gateway. In order to connect and refresh the data set. You either need to configure your data source to use the On premise data gateway or configure a cloud connection which will then enable this to work.

[Sergii24]

Hi @RossS, try to check this article - How to Fix Data Source Credentials Greyed Out Issues in Power BI - Monocroft