Can't change datasource credentials in pbix file and can't refresh via gateway

[tbithell]

I have a couple issues that I am getting nowhere on. 

First, I create a PBIX file, add my data sources, get the data all set up and create reports.  I send that file to a co-worker and they try to change the datasource credentials to an account that has access to the datasources or I just do that.  I have an account created, so that its password won't expire, and I won't have to deal with my credentials going stale in my datasource etc.  When I click refresh it will not refresh the views that I've pulled in.  The same thing happens to my co-worker. 

Second, my co-worker set up a gateway and added the same data source I'm using to it, but used different credentials, both sets have the same access, but I can't use that gateway and I can't add the datasource again. 

This doesn't seem right at all, and really makes PowerBI look as if it is specific to an individual user or set of credentials which seems crazy.  Please help, I can't sell this product if this is how it works.   To add some urgency, I'm working with a client that is leaving Tableau and part of the reason is refreshing data is a painful process.

[SwaroopRoyM]

Hi,

If you created the pbix in direct query mode and want to share it with your co-worker, then he/she needs to have the same access priveleges to the datasource (eg: sql server) as you have.

After sharing the pbix file, when he/she tries to open it, the connection has to be  validated. In the "Validate" wizard, under database tab, if he/she provides the credentials they can change it.

Thanks,

Swaroop

[v-haibl-msft]

@tbithell

It seems that you’re using DirectQuery. After update the data source credentials, if the user can be authorized, you should be able to get the latest data from source once you click the Refresh button in the Home ribbon. Could you confirm the data update in the source side has been saved? (You can create another new PBIX file and get data from the same source to confirm the latest data have been saved)

If you want to have multiple user use the same gateway, the on-premises gateway admin can share it to other users by entering the user’s email address in Users tab of Gateways Management. I think this article can help you understand it correctly.

Best Regards,

Herbert

[tbithell · Accepted solution]

This turned out to be user error.  I didn't have a datasource set up for the excel file that was included in the report, and without that I was unable to use the gateway.  Once I added that it worked as expected.  

[Greg_Deckler]

For the second one, did your co-worker install the Enterprise Gateway or the Personal Gateway? For the Personal Gateway, I think that would be expected behavior.

For the first one, that doesn't seem right. I have changed credentials on a data source and not run into that kind of issue. Are these Direct Query queries or import queries?