Shared Data Source in Power BI Server for live connections (on Prem)

[mickhaney]

Transitioning from SSRS to PowerBI server..  We use a shared data source in SSRS to hold the credentials of a service account and manage security by folder.  It appears that this option is not available in Power BI server, as each report must contain it's own data source..  Prove me wrong please..   Or give me a better option..

Mick

[v-pgoloju · Accepted solution]

Hi @mickhaney,

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

In Power BI Report Server (on-premises), unlike SSRS, you cannot use a traditional shared data source for Power BI (.pbix) reports. each report contains its own embedded connection information. However, after uploading a PBIX file, you can manage and centrally update its data source credentials through the "Manage" → "Data Sources" section in the portal, allowing you to store service account credentials securely without republishing the report. Additionally, folder-level security using Active Directory groups still works as in SSRS. If needed, an on-premises data gateway can also help manage connections centrally across multiple reports.

If you find this response helpful, please consider marking it as the accepted solution and giving it a thumbs-up to support others in the community.

Thank you & regards,
Prasanna Kumar

[rohit1991 · Accepted solution]

Hi @mickhaney ,
You're correct, Mick—unlike SSRS, Power BI Report Server doesn't support shared data sources for PBIX files, which can be frustrating when transitioning from an environment where centralized credential and connection management was the norm.

In Power BI Report Server, each report file contains its own embedded data source and credentials, making it harder to manage at scale. One workaround is to use parameters for server and database names, allowing for some level of consistency and easier updates across reports. 

Alternatively, leveraging a centralized SSAS (SQL Server Analysis Services) model with a live connection can help you replicate the shared data source experience, as it keeps the data model and authentication centralized. While it's not a direct replacement for SSRS-style shared sources, it’s currently the most practical approach within Power BI Report Server's limitations.

[mickhaney]

Thanks Rohit, not what I wanted to hear..  Definetely something that should be supported..

[v-pgoloju · Accepted solution]

Hi @mickhaney,

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

In Power BI Report Server (on-premises), unlike SSRS, you cannot use a traditional shared data source for Power BI (.pbix) reports. each report contains its own embedded connection information. However, after uploading a PBIX file, you can manage and centrally update its data source credentials through the "Manage" → "Data Sources" section in the portal, allowing you to store service account credentials securely without republishing the report. Additionally, folder-level security using Active Directory groups still works as in SSRS. If needed, an on-premises data gateway can also help manage connections centrally across multiple reports.

If you find this response helpful, please consider marking it as the accepted solution and giving it a thumbs-up to support others in the community.

Thank you & regards,
Prasanna Kumar

[mickhaney]

Thanks Prasanna, not what I wanted to hear..  Definetely something that should be supported..

[mickhaney]

Simply connecting PBI to sql server on the same server..