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One of the most important things once you've published a report up to Power BI and built your dashboards is to keep that data up to date and make sure it's refreshed so that you can track changes in the data over time. If you've connected your Power BI reports to an on-prem data source, to a SQL server or even a set of files that exist on your machine inside your organization, you can use the Power BI gateway to connect the Power BI service up to those data sources. The Power BI gateway comes in two flavors. There's a personal gateway and an enterprise gateway. I'm going to focus on the personal gateway here. This is something that you can just install on any machine in your organization and it just runs as a little agent that communicates between the Power BI service and those on-prem data sources. Anybody can set it up and it's then used just by you with your credentials to connect to the data sources that you want to refresh. That's an important thing to understand, that it is a personal gateway— that's why it's named so—that it uses your credentials when you want to go refresh that data. You download that from the Power BI website, configure it and install it on your machine, and then there's a little set-up process that I'll walk you through to get it connecting and refreshing that data. So let's take a look. So I've logged into Power BI here, and the place that you can go to to get the Power BI gateway is off this downloads tab in the top right-hand corner. You'll see a link to data gateway. This will take you to the download page. And like I said, there's two different types of gateway. These are listed out and the differences are explained at the bottom of this page. So you can see that personal gateway only works with Power BI. It doesn't work with things like PowerApps or Azure Logic apps or Microsoft Flow. You'll need to full on-prem data gateway if you want to use those. But personal gateway lets you set up that scheduled data refresh. It can run as an app. You don't need to be an administrator on your machine. And like I said, it runs just as a single user using your credentials. So it's a very simple little app that runs. So hit download and it'll pull down the installer and will start running that. So there's a few set-up steps that you need to go through to start that installation. And you'll see there's a few warnings on here about making sure that this is connected. And this is installed on a machine that's always on and that's always connected to the Internet. So if you install this on a laptop it'll work, and that's fine. But just be aware that when that refresh kicks off, it needs to be able to connect to that laptop so it needs to have an Internet connection and needs to be turned on. So if it's a machine that goes to sleep after a certain number of hours, the machine's asleep, the refresh won't work. So it's just downloading the rest of the personal gateway now. And after a couple of seconds it will start installing. Okay, let's step through this. So like I said, you'll get those warnings about refreshing over a laptop. And also if you're connected over a wireless network, the refresh may take longer. It is going to be sending data up to the Power BI service, so it's going to be based on your bandwidth. So accept the license agreement, choose where you want to install it, and it will go ahead and install. Okay, we're done. So I'm going to launch the gateway itself and finish the configuration. So the first thing you'll need to do when you're configuring this is sign into Power BI through the gateway. So this is hooking up this little gateway agent, using your credentials, up to the Power BI service. Typically this happens in the background but you might get prompted to put in your credentials again. If you've already logged into Power BI once, it'll just connect it automatically. Okay, successful. The gateway is up and running. And now what we need to do is go and configure our data sources to use this gateway when they're refreshing. So if I go back to Power BI, let's take a look at the data sources that I've got access to. Here's my different data sets. And this is what I'm going to refresh here. So I'm going to go to the settings for this data set. And you can see I can choose the connection that I want to use. So it's picked up that it's going to use my own new data gateway, so this is a personal gateway. And you can see that it's online and it's running on my machine. So if the machine that you're running on was turned off or didn't have a connection to the Internet, this would show as offline and you need to go and fix it on that machine. And when you start setting up the refresh schedule, et cetera, for this data source, you'll need to go re-enter the credentials for this. So this is actually just pointing at an Excel workbook, and it's just a workbook on my local directory on my local computer. And that's another thing that's important to understand. If you're connecting to a local computer when you're building your reports— you're connecting just through c:/ whatever— that Power BI gateway needs to be installed on that same machine. It's just going to be looking for that absolute power. If you're connecting to a network share, then obviously that can be installed on a different machine. And the gateway will just go and look for that network share when it needs to connect. So because this is using Windows I can just sign in and it will go and connect to that automatically. And once I set up all of those different data source credentials— if I was connecting to a SQL server I might need to put in the SQL server connection. If I was connecting to some other application I'd need to put in those credentials— now I can start scheduling my refresh. So I can choose how often I want to schedule it, at what time, and I can add multiple refreshes per day and decide whether I want to get an email notification if that ever fails. So you can see now that having gone through all those steps of downloading and installing the gateway, then going to Power BI, choosing a data set and saying I want to connect through the gateway and setting up the schedule for the refresh and putting in our credentials, that report and that data set and the dashboards built off that are all going to get kept up to date and refreshed so that you've got data being updated automatically. You can track all those metrics over time. So it's really simple to use that personal gateway to keep those things up to date and track your business through Power BI.

Video Details

Duration: 6 minutes and 37 seconds
Country: United States
Language: English
License: All rights reserved
Genre: None
Views: 4
Posted by: csintl on Feb 21, 2017

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