Power BI Dashboards – Optimized updates with Power Automate

The cloud-based tool Power BI offers the possibility to visualize and analyze data efficiently. To use Power BI even more efficiently, the additional use of Power Automate can be helpful. In the following blog post, we present two concrete use cases for optimized updates with Power Automate.

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Introduction

The Power BI platform provides a great way to share dashboards. However, this platform offers only a limited number of updates. 8 times with Pro Subscription and 48 times with Premium Subscription. How this can be done more often or optimized, we explain in this article.

Application Example 1: Power BI Update with Power Automate

In the following application example, the dataset already set up is to be adjusted for an update from every 30min to 15min. This can be done with the help of Power Automate. To do this, you need to perform a few steps, which we explain in this section.

The automatic update of a record from a dashboard should occur every 15 min, between 8 am and 5 pm. Here, the 48 slots that are available in the Premium subscription must be taken into account. The dashboard is configured in Power BI to refresh every 30 min. A configuration for all 15 min is not possible in Power BI without Power Automate. To perform such an adjustment with Power Automate, the following steps must be taken:

Step 1: The schedule set up in Power BI must be turned off in the Settings so that a new schedule can be configured via Power Automate.

Step 2: Check if an update is possible. A datagateway might be required here.

Step 3: Switch to Power BI Flows. A scheduled cloud flow can be created under “My flows”. Under “Flow Name”, assign a name, then define when the flow should start and how often it should be performed. In our example, we repeat the flow daily.

Step 4: In the other options the recurrence can be set. Here again an interval of one day is taken and defined when exactly an update should take place. The preview will show you the exact times for the update for review.

Step 5: Go to Power BI and select the workspace and the corresponding dataset. Updating is possible for datasets and dataflows. In the final step, click on “Save”. The update has now been successfully performed by Power BI.

Use Case 2: Power BI On-Demand Updates with Power Automate:

A dashboard is to be updated on demand. This may be the case, for example, when a project manager wants to view a current report at a certain point in time. A button can be implemented for this purpose. The Use of the button by the end user results in an immediate update of the dashboard. A Power Automate Visual can be inserted via the Power BI desktop client.

A dashboard is to be updated on demand. This may be the case, for example, when a project manager wants to view a current report at a certain point in time. A button can be implemented for this purpose. The Use of the button by the end user results in an immediate update of the dashboard. A Power Automate Visual can be inserted via the Power BI desktop client.

The button can be placed and resized as desired. With a click on the three dots and then on “Edit”. You are now in the Power Automate area. Create an “Instant Cloud Flow” under “New”.

Search for Power BI and select the dataset of the corresponding dashboard. Wait until the flow is created.

Once the flow has been created, click “Apply”. The button should now appear on the dashboard.

The button is now on the dashboard and can be customized as desired, in terms of font, color, size, etc. and used to update reports.

We also present both application examples in a Youtube video. The corresponding link can be found here under “Links”.

LINKS

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