Switching datasets on Power BI Desktop and Power BI Service while retaining reports requires careful management to avoid breaking the visualizations and calculations. Here is a correct approach to achieve this:
1. Transforming local datasets with Power BI Desktop:
Open your Power BI Desktop and navigate to the Power Query Editor → Transform Data → Data Source Settings → Change Source in order to point to a new dataset (for example, Dev to Prod).
Make sure the new data set has the same Schema so that visuals are not broken.
2. Change online dataset in Power BI Service:
When your report is connected to a published dataset in Power BI Service, you can change datasets as follows:
Open the Power BI Desktop → Click Transform Data → Data Source Settings.
Change the dataset in Power BI Service by picking a different one under "Power BI Datasets."
If required, rebind the report in either Power BI Service using the REST API or via Workspace settings.
3. Automated dataset switching with Power BI REST API:
If reports are being managed dynamically, the Power BI REST API should be used to programmatically change the binding of a report to a different dataset, which is useful for transitions in the Dev → Test → Prod areas.
Best Practices in Dataset Switching
Keep Schema Consistent: Ensure the names of fields, tables, and relationships match to avoid broken visuals.
Parameterized Connections: Power Query parameters help edit the connection depending on the environment.
Backup Before Switching—To prevent configuration loss, Ensure a backup copy of the report is saved prior to switching the dataset.
