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Helper I
Helper I

Updating the data in Excel-Other User

I created a PowerBI marketing dataset that I wanted to report on in Excel.  I built the connection and the refreshes were working great on my end.


I handed this over to our VP of marketing and there are some errors/blanks when he tries to refresh. He has Pro capacity and I have premium.


Does he need premium or is there another solution I am not aware of?

Helper I
Helper I

I set up connections inside of Microsoft Excel. Then I sent it over. I then gave him Admin access to the On-premise data gateway. We are still having the same issue.

I then gave him Admin access to the On-premise data gateway

That is unnecessary, and unrelated to your issue.


What are the error messages he sees?

There is no error message.

When I open the excel file (that has Power Platform PowerBI data), I am able to refresh and see values. When I send the excel file to him and he tries to refresh the data (Queries & Connections->*hitting refresh on the connection name*), his Pivot Tables that just had numeric data in it swtill keep the categorical rows show blank values for the rows.

Community Support
Community Support

Hi @mdalton ,

Now, Power BI has two Premium license, Premium for Per User and Premium for Per Capacity, Premium for Per Capacity has three SKU(P, EM, A).

If your workspace is hosted in P sku capacity, when you share report in this workspace with user, user with free license could view it.


When user need to refresh dataset, need to configure the gateway or credentials.


For more details, you can read related document: Power BI Premium Per User - Power BI | Microsoft Learn


Best regards,
Community Support Team_Binbin Yu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Super User
Super User

If your workspace is on a Premium capacity and you shared via the app  then he doesn't need a Pro license.


Validate if RLS is involved.

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