DARTS : Scheduled Refresh in Power BI Service

Requesting Gateway Access to Data Source

In order to refresh a dataset in an automated fashion through the Power BI Service, the Power BI Data Gateways must be configured to connect to the data source. This can be done for most of the data source types available from Power BI Desktop.

In order to request access, the following information will be needed:

• Type of data source (Oracle, SQL Server, Excel spreadsheet on a share, Web Service)
• Current account connecting to the data source. This does NOT include passwords or other credentials. Rather this information is usually just the username for connection so that UMS:IT can determine the access rights that the gateway connection will need to the data source so as not to add additional objects or omit necessary objects. For example, in a database, UMS:IT would determine the database roles and specific grants of the user with which the Power BI report was created so that a new user can be created with the same permissions for this explicit use.
• Administrator of the data source. This is only applicable if the administrator is not UMS:IT. Examples include shared flat files, or departmentally managed databases.
• Hostname information

Additionally, UMS:IT will need to monitor the resource usage of the Power BI Service. In order to do this and to report back to the Power BI Governance Team, the following information is necessary. At the time of initial access request, this may be estimated.

• Number of datasets anticipated to be refreshed with this gateway connection
• Dataset size. This is available through the Dataset Settings under Large dataset storage format.
• Anticipated refresh frequency (hourly, daily, weekly, etc.)

Once this information is gathered, the requestor can fill out the Power BI Data Gateway Connection Request Form. Upon submission, UMS:IT will receive the request and work with the UMS Power BI Governance Team to approve the request, or will reach out to the requestor to gather more information. Once approved, UMS:IT will work with the data source administrator, if necessary, to create an account within the data source, and will set up the connection, granting the requestor access to use the connection in the Dataset Settings in the Power BI Service.