How to Set Up a Scheduled Refresh for Power BI

After setting up the Power BI Custom Connector and building visual reports, you might consider customizing the automated data update to always stay up-to-date with a fresh scope of analytics.

To make the customization, please follow the steps below:

Step 1. Install On-Premises Data Gateway

An on-premises data gateway acts as a bridge, providing quick and secure data transfer between data that is in your Power BI Desktop application and the Power BI online ( Hence, when you build reports in Power BI Desktop that use Precoro Power BI Custom Connector, you can use the On-premises data gateway to publish and refresh those reports from the Power BI Service.

Go to, use Settings → Download → Data Gateway:

A download page for the Data Gateway will open. Choose your Gateway type and click on the appropriate button to download the setup file.

You can use an On-premises Data Gateway in standard OR in personal mode. There are some differences between these types of Gateways. It's recommended to use the standard one (also known as Enterprise).  However, feel free to choose the option which is more suitable for you.

Step 2. Configure the Data Gateway

For both types of Gateways:

  • Once it is downloaded, please open the file as an administrator and install it.
  • Sign In by providing the email address you use to log in to the Power BI Service.

Please note that this user must have administrative rights in the Power BI service workspace.

The standard Gateway type may require you to configure a new gateway at this step. Just click Configure, choose “Register a new gateway on this computer,” then provide Name (e.g., Precoro API) and create a Recovery key.

Note: The recovery key is a password used to restore the gateway.

  • Now that the Gateway is installed and ready for use. You should see the appropriate message in the Status tab.

  • Go to the Connectors tab and check if the Precoro API connector is in the list. If not, check the provided path and change it to the one where your connector is placed. In the end, you should see the Precoro API connector in the list.

Only for standard gateway type: make sure your folder can be accessed by the user running the gateway service, which is NT SERVICE\PBIEgwService by default. Note that when adding or changing a connector, you must restart the on-premises data gateway.


Please note that it may take a few seconds for the Precoro API connector to show up in the list.

Step 3. Publish Your Report and Configure the Data Connection

After finishing building your report in Power BI Desktop, use the Publish button in the top ribbon.

Then, go to, find the Dataset for your report, and select More Options (...)Settings next to the listed dataset:

If you are a multi-companies or multi-accounts user in Precoro, refer to the article Specifics of Using Precoro Power BI Connector for Multi-Companies for the next steps.

Option 1. On-premises Data Gateway (standard mode)

Skip and move to option two if you are using the personal mode of Date Gateway.

In the Gateway connection section, find your Precoro API option (or whatever you named it). There, you will see Not configured correctly status, meaning it is time to configure it.

Click on the Manage Gateways icon:

In the pop-up window, tick the option “Allow user's custom data connectors to refresh through this gateway cluster” and click Apply.

Please note that this window may look differently in your Power BI. However, the list of settings and options should be the same.

Then, return to the Dataset settings. Next, click on the Manually add to gateway link:

In the opened window, configure a New data source. Select a name (any) and fill up your credentials (email and API token you used when logged in to the connector):

Now, return to the Dataset settings and map your new data source. Click Apply.

After, you should see the success message at the right top of the screen:

Done! Now, you can set up a scheduled refresh.

Option 2. On-premises Data Gateway (personal mode)

In the Gateway connection section, find your Personal Gateway option, select it, and make sure it is running (has a green status).

Then, go to the Data source credentials section and click on Edit credentials:

In the pop-up window, input your email and API token you used when logged in to the connector. Then, press Sign in:

After, you should see the success message at the right top of the screen:

Done! Now, you can set up a scheduled refresh.

Step 4. Set Up Scheduled Refresh

Go to the Scheduled refresh section, set the toggle button to On, and adjust the frequency, time, and other parameters of data update depending on your needs. Then, click Apply:

That is it! You are all set!

Now, you will see your next scheduled refresh in the Next refresh column beside your Dataset: