Faster SharePoint folder consolidation using Incremental Refresh (see warning in the notes)

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⚡⚠️ Enabling incremental refresh means you will not be able to download the file from the service, so keep hold of that PBI desktop copy ⚠️⚡
Are you adding more and more files every day / week / month to your SharePoint or OneDrive folder and using Power BI to consolidate them? Is your refresh taking long and longer?
What if you could just add the latest file rather than re-importing ALL files every time....
This video shows how to speed up your refresh when pulling data from a SharePoint or OneDrive folder
00:00 Intro
02:54 Turning your filename into a datetime column
04:38 Adding RangeStart and RangeEnd parameters
06:15 Filtering the datetime column for the parameters
08:30 Setting up the incremental refresh time windows
11:15 Testing it out
13:32 The Result
Article by DataLineo
www.datalineo.com/post/power-...
and some extra info on partitions and dataflows
www.datalineo.com/post/powerb...
My previous videos explaining From Folder:
Basic:
• The best way to connec...
Debugging tip
• How to combine (and de...
Using a File Path (and including sub folders)
• Easily enter a File Pa...
The team and I at Access Analytic develop Power BI and Excel solutions for clients in Australia and deliver training around the World. accessanalytic.com.au/
Did you know I've written a book "Power BI for the Excel Analyst"?
pbi.guide/book/
Connect with me
wyn.bio.link/

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Опубликовано:

14 июл 2024

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Комментарии : 55

@AccessAnalytic 2 месяца назад

⚡⚡ Enabling incremental refresh means you will not be able to download the file from the service, so keep hold of that PBI desktop copy ⚡⚡ Always take a look at the description for these sorts of updates

@zzota 2 месяца назад

This is just what I need. I thought Incremental Refresh was only applicable to SQL datasets, so this is brilliant. Thanks Wyn 🙂

@AccessAnalytic 2 месяца назад

Same here… wish I’d known sooner 😀

@mkcorrea 2 месяца назад

Pretty nice! Some really big data we can also segment by generating files with that segmentation and naming it for filtering when consolidating from the SharePoint folder. That will enable solving a demand I have at my company. Thank you so much!👏🏻👏🏻👏🏻

@AccessAnalytic 2 месяца назад

You’re welcome

@data-made-simple 2 месяца назад

Great timing - I’m up to 30 mins refresh time on one setup and been putting off looking into incremental refreshes. Explained clearly and simply as usual. Thanks for your videos- it’s really helped using SharePoint folders as quick non code approach over alternatives.

@data-made-simple 2 месяца назад

What about refreshing back dated files - eg an updated sales file from 2022? Assume there’s a choice between incremental refresh and full refresh?

@AccessAnalytic 2 месяца назад

You're welcome - glad it helps

@AccessAnalytic 2 месяца назад

@@data-made-simple - good question. Simplest approach is to do a refresh in the desktop file and re-publish.

@AccessAnalytic 2 месяца назад

If you have Premium you can get fancy with XMLA endpoints and just refresh particular partitions (apparently 😀)

@data-made-simple 2 месяца назад

Ah ok got it. Thanks!

@SergiyVakshul 2 месяца назад

Wyn, I’d like to add that if a file name points to the future date, then this file won’t be processed during the refresh time. Another important point is what is considered to be the current date. I mean that the specified time zone for the scheduled refresh can shift your date one day, which may impact the result (the docs cover this aspect).

@AccessAnalytic 2 месяца назад

Good points. Thank you 🙏🏼

@gopichand5717 2 месяца назад

As usual great video😊

@AccessAnalytic 2 месяца назад

Thank you

@jawadahmadehssan6251 2 месяца назад

I went from 6 min to 8 seconds. Thank you. Can we set up a something similar for data flows?

@AccessAnalytic 2 месяца назад

Yes, but needs PPU or P1 ( or F64 I think ). 10:56 shows brief pop up of where to click to enable for dataflow.

@AshishSingh-tw2vd Месяц назад

Great content sir ❤ The only problem which i am facing whith this is the dates . It would have been much better if you could have just explained the purpose and roles of all three dates(one which is parametrized, archive data starting and incrementally refresh date) as well.

@AccessAnalytic Месяц назад

Thanks. Not too sure what you mean sorry.

@samirvaghasiya9918 2 месяца назад

Thanks :)) Very informative

@AccessAnalytic 2 месяца назад

You’re welcome.

@marupbi 26 дней назад

Amazing Job🔝

@AccessAnalytic 26 дней назад

Cheers

@JorgePerez-bu4ph 2 месяца назад

Great video as always. I got confused about something: The "RangeEnd" parameter... Am I supposed to change it manually for the next update or will it automatically update to the last date found in my data files? How does it work? I want to understand if this RangeEnd parameter is something I have to maintain, or if once the incremental refresh is set I can forget about it? Thanks!

@AccessAnalytic 2 месяца назад

Set and forget. It gets overridden by the date of refresh each time.

@JorgePerez-bu4ph 2 месяца назад

@@AccessAnalytic Does it matter at what step the "DateRange" filter is applied? I did it immediately after the source step, after that I have multiple steps adding and removing columns and applying some other data-cleaning transformations. It did not work. I received a bunch of new files during the weekend, all stored on the same SharePoint folder. I followed your instructions the latest files were not added after today's refresh. Changed the RangeEnd manually and it worked. I'm importing data from PDF files and using the file creation date as my date column. What could possibly be wrong?

@AccessAnalytic 2 месяца назад

@JorgePerez-bu4ph - I don’t think it matters. As long as the column is date time type. This is new to me so I don’t have too many experiences to help here sorry.

@suheilsamara7955 11 дней назад

This is Brilliant! Issue is that my file names do not include indication for the date thus the options I have is either to use the date created or date modified columns. What are the concerns in such approach ? I rather think that using the date modified in safer than file name because if I rely on the file name while the content is modified for any reason, such changes won't be picked by the incremental refresh. Agree!

@AccessAnalytic 11 дней назад

Potentially a file can be opened at any point and the modified date may change ( especially if opened online ). Just safer / more deliberate using file name date.

@okmr7706 Месяц назад

Hi Wyn, I have 2 qutestions: 1. What happens if current time is beyond RangeEnd? Should I adjust the value of RangeEnd to a future DateTime? 2. I guess this is only work for "consolidateing Excel files" on SharePoint Folder NOT for importing individul Excle file by Web? Thank you Wyn, great video again!

@AccessAnalytic Месяц назад

This is only for consolidating files. You can’t forward look range end. What sort of scenario do you have in mind where a future dated file is added on a regular basis?

@zorankrekic3006 2 месяца назад

Simple and nice when I have new file, what to do when new data are append on last file, and is possible incremental refresh set into dataflow

@AccessAnalytic 2 месяца назад

If you set the incremental refresh period to be a couple of months then any updates to files falling in that time period will be pulled in. Dataflows does have incremental refresh but requires premium / PPU

@kiasca3489 Месяц назад

Thanks really helpful, is it possible to do it on power query excel, so it doesn't load again the data when refreshing power pivot?

@AccessAnalytic Месяц назад

Sadly no

@woliveiras 2 месяца назад

Amazing video. Thank you. Incremental refresh in PowerBI is crazy. How Microsoft can make something simple becomes a hard thing. To me it is not clear what is the best parameter to choose if I wanna add just the current day in my dataset. And why I would update the entire last month(for example) if this is an incremental refresh. I already added it in my previous update. Do you understand my point?

@AccessAnalytic 2 месяца назад

Yes it’s taken me a while to understand. So if you’re not concerned about previous days data ever needing to be updated choose daily (1 day) for incremental refresh window. ( maybe consider 2or 3 days in case some error is spotted ) Then for historic storage you could do annual or monthly - doesn’t really make much difference.

@LukasMissias Месяц назад

Excellent video! Is it possible to apply to Sharepoint lists?

@AccessAnalytic Месяц назад

Thanks. I don’t know sorry.

@LukasMissias Месяц назад

@@AccessAnalytic Obrigado pela atenção 😀

@aigbekennethomorodion4026 2 месяца назад

Does incremental refresh now work on data sources that don’t support query folding? Just curious or maybe I have missed something in any new Microsoft updates.

@AccessAnalytic 2 месяца назад

I think this non query folding technique is limited to SharePoint and Azure Blob storage (maybe there's other storage locations too )

@mjb4365 2 месяца назад

Is this also available for Excel PQ, or just Power BI?

@AccessAnalytic 2 месяца назад

Just power bi sadly.

@munawarhussain1400 22 дня назад

I have completed the setup. However when I publish a file with increamental refresh and then I goto schedule refresh it show error in refresh. Error is "column Debit is not available" although column is available in dataset and there is no error in BI Desktop . However when I turn off increamental refresh then publishit again, then there is no such error. Any Idea how I can solve this?

@AccessAnalytic 22 дня назад

That’s a new one to me, not heard of that before sorry.

@ivanxdxd 2 месяца назад

please can you show us this for dstaflows? I'm pretty sure I have a PPU licence assigned by my company but I've never used any of it's capabilities

@AccessAnalytic 2 месяца назад

I briefly show where you have to click at 10:56 in the screenshot that appears. Same process, but requires PPU or premium capacity as you say you may have ( workspace settings assign to PPU )