BI Administration, Business Intelligence, Data Governance, Data Strategy, Microsoft Certification, PL-300, Power BI

Configure a Semantic Model Scheduled Refresh (PL-300 Exam Prep)

 
This post is a part of the PL-300: Microsoft Power BI Data Analyst Exam Prep Hub; and this topic falls under these sections:
Manage and secure Power BI (15–20%)
   --> Create and manage workspaces and assets
      --> Configure a Semantic Model Scheduled Refresh

Note that there are 10 practice questions (with answers and explanations) at the end of each topic. Also, there are 2 practice tests with 60 questions each available on the hub below all the exam topics.

Overview

A semantic model scheduled refresh ensures that Power BI reports and dashboards display up-to-date data without requiring manual intervention. For the PL-300 exam, this topic focuses on understanding when scheduled refresh is supported, what prerequisites are required, and how to configure refresh settings correctly in the Power BI service.

This skill sits at the intersection of data connectivity, security, and workspace management.

What Is a Semantic Model Scheduled Refresh?

A scheduled refresh automatically reimports data into a Power BI semantic model (dataset) at defined times using the Power BI service. It applies only to Import mode and composite models with imported tables.

Scheduled refresh does not apply to:

  • DirectQuery-only models
  • Live connections to Power BI or Analysis Services

Prerequisites for Scheduled Refresh

Before configuring scheduled refresh, the following conditions must be met:

1. Dataset Must Be Published

Scheduled refresh can only be configured after publishing the semantic model to the Power BI service.

2. Valid Data Source Credentials

You must provide and maintain valid credentials for all data sources used in the dataset.

Supported authentication methods vary by source and may include:

  • OAuth
  • Basic authentication
  • Windows authentication
  • Organizational account

3. Gateway (If Required)

A gateway is required when the semantic model connects to:

  • On-premises data sources
  • Data sources in a private network
  • On-premises dataflows

Cloud-based sources (such as Azure SQL Database or SharePoint Online) do not require a gateway.

4. Import Mode Tables

At least one table in the semantic model must use Import mode. DirectQuery-only models do not support scheduled refresh.

Configuring Scheduled Refresh

Scheduled refresh is configured in the Power BI service, not in Power BI Desktop.

Key Configuration Steps

  1. Navigate to the workspace
  2. Select the semantic model
  3. Open Settings
  4. Configure:
    • Data source credentials
    • Gateway connection (if applicable)
    • Refresh schedule

Refresh Frequency and Limits

Shared Capacity

  • Up to 8 refreshes per day
  • Minimum interval of 30 minutes

Premium Capacity

  • Up to 48 refreshes per day
  • Shorter refresh intervals supported

These limits are enforced per dataset.

Refresh Options and Settings

Scheduled Refresh

Allows you to define:

  • Days of the week
  • Time slots
  • Time zone
  • Enable/disable refresh

Refresh Failure Notifications

You can configure email notifications to alert dataset owners if a refresh fails.

Incremental Refresh

Incremental refresh:

  • Requires Power BI Desktop configuration
  • Reduces refresh time by refreshing only new or changed data
  • Still depends on scheduled refresh to execute

Common Causes of Refresh Failure

  • Expired credentials
  • Gateway offline or misconfigured
  • Data source schema changes
  • Timeout due to large datasets
  • Unsupported data source authentication

Scenarios Where Scheduled Refresh Is Not Needed

  • DirectQuery datasets (data is queried live)
  • Live connections to Analysis Services
  • Manual refresh and republish workflows (not recommended for production)

Exam-Focused Decision Rules

For the PL-300 exam, remember:

  • Import mode = scheduled refresh
  • DirectQuery = no scheduled refresh
  • On-premises source = gateway required
  • Refresh settings live in the Power BI service
  • Premium capacity allows more frequent refreshes

Common Exam Traps

  • Confusing scheduled refresh with DirectQuery
  • Assuming all datasets require a gateway
  • Forgetting credential configuration
  • Thinking refresh schedules are set in Desktop

Key Takeaways

  • Scheduled refresh keeps semantic models current
  • Configuration happens in the Power BI service
  • Gateways depend on data source location
  • Capacity affects refresh frequency
  • Incremental refresh improves performance but still relies on scheduling

Practice Questions

Go to the Practice Questions for this topic.

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