Refresh Your Reports

Marnel Catlett
Marnel Catlett
  • Updated

Discover how to refresh your own reports if it looks like your data is out of date (stale)

How to tell if your schedule has gone 'stale'

As a function of PowerBI, if your reports go unused for more than ~30 days, Microsoft may stop updating them. In other words, if no one in your organization has looked at a report in that time, then Microsoft will stop updating the data in that report. You can still access it, but you may notice that the data is old. Cognition360 never stops uploading your data to Power BI so a refresh of the report will load current data. It is easy to see if the schedule is stale.

From within the workspace

  • You can access the workspace from the left most menu by clicking on 'Workspaces' then selecting the relevant workspace.

 

  • When the reports are deployed and the Apps created, we create an automatic refresh schedule for your core reports to ensure that your reports are ready for use.  You can see an example of that in the image below (Item 1).
  • If the schedule is disabled or 'stale', the date and time listed in 'next refresh' will show N/A (Item 2 below). 
    • This is true in particular where a report is included in an App.  For reports not included in the relevant app (Item 3 below), we do not set an automatic refresh schedule as these reports are used and refreshed when needed. There are two methods to refresh your reports.

There are two methods to refresh your reports or re-enable your scheduled refresh.

The fastest way is to use the refresh option.

To refresh the reports using the refresh option.

  • Simply click on the refresh (Item 4 above) icon.  If an automatic refresh was set and has gone stale, this action will re-enable that schedule and refresh the report.

To check and re-enable an automatic refresh or change the refresh cadence or time to refresh

  • Please note that using this method does not refresh the report data.  You will still need to do that if you want to use the report immediately.  The scheduled refresh will refresh the data during the next interval set by the schedule.
  • Click on the Schedule refresh option (Item 5 above).  This opens up the next menu item.
  • You can also reach the Schedule Refresh option by clicking on the Ellipses (...) and selecting setting.

  • PowerBI warns us that the scheduled refresh has been disabled.

  • Update the scheduled refresh details.
    • Toggle the 'On' switch to 'Off' and then back 'On' again.  This is to force the option to save.  (Item 6 below)
    • Update the refresh frequency and Time Zone as required. (Item 7 below)
    • Finally select 'Apply'. (Item 8 below)

then select "Apply"

  • To navigate back to the workspace, click on the workspace heading at the top of the page (item 9 below) or click on the Workspace menu item (item 10 below) and select the relevant workspace (Item 11 below)

Refresh a report from within the report

  • Using the refresh option from within a report will only refresh the visuals based on the latest information from the semantic model.  If the data has not been refreshed, then the visuals will show the outdated information only.
  • If you are already in the report, and unsure of when the data was last refreshed, simply click on the dropdown on the filename at the top left of the screen.

 

 

Good practice.  

    • You can add your email to receive alerts if a refresh fails.  This is set in the Scheduled Refresh section as explained above.  Simply click on the 'Scheduled refresh" option in the workspace, against the Semantic Model for the report you wish to be alerted for.  Simply add your e-mail address to the email section (Item 12 below)

 

Still stuck?

Please feel free to reach out for assistance.