Automatically Refresh Power BI when a file is added to a folder

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You can use Power Automate to trigger a Power BI dataset refresh based on a condition occuring. In this case the trigger I've used is "when a file is added to a SharePoint folder.
The video I refer to is this one:
00:00 Intro
00:18 Demo of the process in action
01:50 HOw to create the process
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Опубликовано:

5 июл 2024

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Комментарии : 81

@neilthackeray181 10 месяцев назад

Epic as always! Thanks for making this easier Wynn 😎

@AccessAnalytic 10 месяцев назад

Thank you Neil !

@johngriffith744 Год назад

This has just solved an issue I've been looking at for a week. Awesome, thank you.

@AccessAnalytic Год назад

Glad it helped!

@tmaris Год назад

Just started implementing this a couple of week ago with the added step of refreshing a datfaflow and when that is done, refreshing the dataset. Works great!

@AccessAnalytic Год назад

Nice one, yeah the dataflow refresh is a nice feature too

@zzota Год назад

I use this! I get spreadsheets sent to me as attachments, use Power Automate to save the attachment to SPOL, and refresh PBI. Saves lots of time 🙂

@AccessAnalytic Год назад

Fantastic. Good to know

@romeojrdelacruz8993 8 месяцев назад

A very helpful content. way to go, Sir! Thank you for making this video.

@AccessAnalytic 8 месяцев назад

I appreciate you taking the time to let me know you found it useful

@MrJayDee4 Год назад

GREAT STUFF! What a game changer for me.

@AccessAnalytic Год назад

Glad it was helpful, thanks for taking time to let me know

@martyc5674 Год назад

I’ve a use for this Wyn 👌

@AccessAnalytic Год назад

Excellent Martin 👍🏼

@zaydarendse2812 9 месяцев назад

amazing thanks for sharing!! 💯

@AccessAnalytic 9 месяцев назад

You’re welcome

@Sophie_Blanche 2 месяца назад

Thanks a lot!

@AccessAnalytic 2 месяца назад

You’re welcome

@mirrrvelll5164 Год назад

Great as usual! Can you make one with refreshing dataflows/datasets based on condition (after dataflow > dataset). Thanks.

@AccessAnalytic Год назад

Thanks 😀. Exactly the same process, just extra steps in middle where you choose refresh Dataflow then choose When dataflow finishes trigger

@txreal2 Год назад

Question about Power BI (PBI) app integration in MS Teams. Haven't tried it yet. My team at work uses Teams to collaborate (Messages, Excel files. screenshots, etc..) Hope you can share some ideas on how to push PBI reports on Teams? I have PBI Pro. Good stuff from you as always. Thanks.

@AccessAnalytic Год назад

This video is a little out of date and some screens have changed but my technique these days is Create App, during which process you should tick “install app automatically” and put the Team name in the new “Audience” section. ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-fIuikN-IKUU.html

@craigmsherriff 8 месяцев назад

Will this work if the previous files have been edited in power query? As in will the added file include the edits from power query?

@AccessAnalytic 8 месяцев назад

A Power BI refresh pulls in all the files from the folder again. I’m not sure I understand your question sorry.

@John-sv9li Год назад

Can I do this for the same if the file is locally in a shared drive? I assume I need to configure the gateway for this. if that's the case is this free that comes under the normal M365 license?

@AccessAnalytic Год назад

I don’t think there’s a trigger for local drives.

@sanmathi4 9 месяцев назад

Hi, this was very useful, I have a specific requirement if the new file is added how can powerBI display the dashboard for that particular file, without merging the data. That is, when you did it merged Jan and Feb but what if I want to just see the Feb data, and if I upload the March file, it should only display march data not combined. Thanks for the video!

@AccessAnalytic 9 месяцев назад

You can apply a filter to just bring in the latest month

@JaniceCook-jx8pw Год назад

Will definitely use this… but still struggling with connecting to a folder with credentials errors!

@AccessAnalytic Год назад

Sometimes you have to go to clear out existing credentials via the Transform Data drop down - data source settings - and clear permissions on any SharePoint connections. Then try again making sure you only use the root folder. And make sure you can actually access all levels of the folder structure.

@DoThePoint Год назад

Does the Power Automate cost anything extra or is it included in Power BI Pro license?

@AccessAnalytic Год назад

It’s independent of Power BI. Its included in Microsoft 365 but there are premium connections like SQL . learn.microsoft.com/en-us/power-platform/admin/power-automate-licensing/types

@lape36 Год назад

Hi, I made a similar "script" but mine sends a message out via Teams to a specific group aka "subscribers" to notify them about fresh data.

@AccessAnalytic Год назад

Great work!

@warrenanderson412 6 месяцев назад

Can this be used with Power Query to a folder on your computer ( Not SharePoint)? Thank you!

@AccessAnalytic 6 месяцев назад

I don’t think there’s a trigger to detect that happening, even if there was you’d then need the gateway software installed to allow power bi to refresh. Can you sync your folder with SharePoint / OneDrive?

@MarcelReck 10 месяцев назад

Hello what do i do it the option „data source credentials“ are grey and not clickable? I crated the dataset with power bi desktop but only use onedrive documents of the same company account.

@AccessAnalytic 10 месяцев назад

When you connected to the OneDrive files did you use from Web connector? Or are you connecting the synced files on your computer?

@andersborglund2287 4 месяца назад

Bloody brilliant! But my "Data source credentials" is greyed out... How to solve this?!

@AccessAnalytic 4 месяца назад

Where’s you data source saved. If on your network you’ll need to set up a Power BI gateway.

@andersborglund2287 4 месяца назад

Thanks for the tip! Downloaded the suggested gateway and it worked just fine :) Thanks! @@AccessAnalytic

@zorankrekic3006 Год назад

Nice, but it si myFlow, whe I leave Firm, my account will be shutdown, and all Flows also. How can set Flow per Department? Then it will work always.

@AccessAnalytic Год назад

You need to share the Flow with at least one other colleague so they have easy access to take over. Same goes for access to the SharePoint folder and Power BI workspace

@leoyamadori9402 Год назад

Thank you 🙏 !! I would like to do the same with 2 folders with different files - do you know how to do it?

@AccessAnalytic Год назад

Not sure, do you mean only refresh once a file has been added to both folders?

@leoyamadori9402 Год назад

@@AccessAnalytic I would like to refresh power bi with 2 different files - in you presentation it just one file

@AccessAnalytic Год назад

It should be a case of just repeating the process for the 2nd file

@leoyamadori9402 Год назад

@@AccessAnalytic , no unfortunately, the second file does not update the PowerBI if the first file has not been updated : you could test.

@AccessAnalytic Год назад

Power Automate just refreshes the Power BI dataset, so if it’s connected to both fines it will pull in new data from both files

@chahineatallah2636 Год назад

I recently started to use power automate , don’t know why I didn’t learn about it before I use it for dataflow refresh then when my dataflow is refreshed it goes on to refresh my dataset

@AccessAnalytic Год назад

Yeah that’s a great use case that I use too

@TipeneFamily Год назад

Would this work ok with large data sets with 1 million + rows?

@AccessAnalytic Год назад

Yep, but the refresh will be slow.

@likhithreddy7797 9 месяцев назад

How do we do this if the PowerBI file has Mutiple excel files as data sources connected to the same file?

@AccessAnalytic 9 месяцев назад

Same process, it’s the dataset that refreshes pulling from all data sources

@abdulsaidmkamara7305 Год назад

Beautiful , can this work for excel files i.e. changes to an excel file ?

@AccessAnalytic Год назад

There is a trigger “when a SharePoint file is updated”. That includes Excel files.

@txreal2 Год назад

@@AccessAnalytic What if that Excel file I have read access to belongs to another owner in the same organization? Do I need edit access? Do I have to be co-owner of that file? Thanks.

@AccessAnalytic Год назад

@@txreal2 , I'm not sure if you can set up the Power Automate if you don't have read access to the folder, but it may be possible.

@txreal2 Год назад

@@AccessAnalytic I have read access only (no edit access) Or should I manually download a copy each time to my OneDrive and Power Automate with this copy. Thanks

@AccessAnalytic Год назад

@@txreal2 Read access should work I think

@PawelNap Год назад

👍

@AccessAnalytic Год назад

🙂

@kritalparekh8981 Год назад

Can we again see January report back? For example in March if want to see Feb & Jan reports, is there any way?

@AccessAnalytic Год назад

Normally you load multiple months and years of data into Power BI, so in this scenario you just add multiple files of months into the folder.

@kritalparekh8981 Год назад

Ok, got it but can we see the list of files in the Power BI slicer/filter that we added in to the folder? & by just searching we can see the particular report?

@AccessAnalytic Год назад

We can add a slicer to the page for the file names. Then selecting a particular file name will filter the data on the page for that file.

@jbyxxx 4 месяца назад

Thanks for the great video, Wynn. I'm pretty new with the Power Automate and have a case to solve, probably very simple for most of you :) So, in my case, I need to refresh the pbi when 2 different files are added into different folders on different times. Can anyone help me? Thanks :)

@AccessAnalytic 4 месяца назад

That’s one I’d post to www.reddit.com/r/PowerBI/ or a power automate forum. Not sure what your logic would be to check

@jbyxxx 4 месяца назад

@@AccessAnalytic Thank you so much for the quick response! When I get more into it, I understand it better :) In my case, everyday two new excel files are added into SharePoint. File1 into SubfolderA and File2 into SubfolderB. When both files are added, the pbi refresh should be run. The adding time of these files is changing. I mean, sometimes the File1 is added first and sometimes the File2. Thanks again for any help/support!

@AccessAnalytic 4 месяца назад

I can’t think of a way to do that sorry

@jbyxxx 4 месяца назад

@@AccessAnalytic thank you so much, Wyn, for your quick support! Greetings from Munich!

@cheatvideos3015 Год назад

data source credentials not active in power bi, why is that. I have the folder in SharePoint and wok great in Bi Desktop but in power BI service data source credentials not active so I can't chose or do anything.

@AccessAnalytic Год назад

There's normally a prompt somewhere to enter your credentials to give Power BI service access to your SharePoint folder