Question

How do I handle data source authentication changes in existing Power BI reports?

I'm managing Power BI reports where the data source authentication method has recently changed, causing access issues. I need guidance on how to update the authentication settings in existing reports without disrupting data connections or requiring extensive reconfiguration. What’s the best approach for handling these changes efficiently?

Answer 1

To handle data source authentication changes in existing Power BI reports without causing disruptions, follow these steps:

1. Update Credentials in Power BI Desktop: Open your report in Power BI Desktop and navigate to the "Transform Data" option. Then, go to the "Data source settings" under the "Home" tab. Select the data source with the changed authentication method and click "Edit Permissions." Here, you can update the authentication method (e.g., switching from Windows authentication to OAuth or API key) and re-enter the necessary credentials.
2. Reconfigure Gateway Credentials (for On-Premises Data): If you're using an on-premises data gateway, the authentication change needs to be reflected in the gateway configuration. In the Power BI Service, go to the "Manage Gateways" section and find the relevant data source. Update the authentication credentials there, ensuring the gateway uses the correct method to connect to the data source. Test the connection after updating the credentials to ensure the gateway can refresh the data without errors.
3. Test and Publish: After updating the credentials in Power BI Desktop and ensuring the connection works locally, test the refresh functionality. If everything is functioning correctly, publish the report back to the Power BI Service. This ensures that the new authentication method is maintained and that there are no disruptions when accessing or refreshing the report in the service.

By updating the authentication settings in Power BI Desktop and ensuring the gateway is reconfigured (if needed), you can make these changes efficiently without extensive reconfiguration or breaking existing connections. Always perform tests after updating credentials to ensure a smooth transition.