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Configure scheduled data refresh for Power Pivot by using a specified account

SharePoint 2013
 

Applies to: SharePoint Server 2013 Enterprise

Topic Last Modified: 2013-12-18

Summary: Learn to configure scheduled data refresh in Power Pivot for SharePoint by using an account that you specify.

ImportantImportant:
This scenario applies only to SharePoint Server 2013 Enterprise.

In this article, we’ll take a look at configuring scheduled data refresh in SQL Server 2012 Power Pivot for SharePoint 2013 by using an account that you specify.

We recommend using Secure Store to store your data refresh credentials, but if Secure Store is not available or if you working in a test or pre-production environment, this article will show you how to easily configure the account of your choice for scheduled data refresh.

Before starting, you will need:

  • An Active Directory account that you can use to access the data sources used in your report. We’ll refer to this as the data access account. We’ll look at how to configure the account for access to your data sources in this article, so you just need the account itself to get started.

  • Contribute access to the SharePoint document library that you will be using.

Additionally, be sure that Excel Services is configured in your SharePoint Server farm.

This video shows the steps involved in configuring scheduled data refresh in SQL Server 2012 Power Pivot for SharePoint 2013 by using an account that you specify, as described in this article.

Video: Configure scheduled data refresh for Power Pivot by using a specified account

Video (play button) icon

The first step in setting up scheduled data refresh is to ensure that the data access account has the proper access to the data source used in your report. We’ll take a look at SQL Server and Analysis Services data sources.

If you’re using SQL Server for your data source, you’ll need to make sure that your data access account has read permissions to the SQL Server database where your data resides.

To set read permission on a SQL Server database
  1. In SQL Server Management Studio, connect to the database engine.

  2. Expand Security.

  3. Right-click Logins, and then choose New Login.

  4. In the Login name box, type the domain and user name of the account to which you want to grant database access.

  5. On the User Mapping page, select the Map check box for the database to which you want to grant access.

  6. Select the db_datareader check box.

  7. Choose OK.

If you’re also using Analysis Services, see the next section for information about how to set up access to Analysis Services data sources. If you’re not using Analysis Services, skip ahead to Set up a data refresh schedule in PowerPivot4SharePoint_2nd_NoVer.

If you’re using Analysis Services, you’ll need to make sure that your data access account is a member of the proper Analysis Services role and that the role has read access to the Analysis Services cube.

To set read permission on an Analysis Services cube
  1. In SQL Server Management Studio, connect to Analysis Services.

  2. Expand Databases, and expand the database to which you want to grant access.

  3. Right-click Roles, and then choose New Role.

  4. Type a name for the role.

  5. On the Membership page:

    1. Choose Add.

    2. Type your data access account, and then choose OK.

  6. On the Cubes page, select Read access for the cubes to which you want to grant access.

  7. Choose OK.

Now that everything is configured, we can set up the refresh schedule and other settings in Power Pivot for SharePoint. We’ll start by building a test workbook with a data model in Excel and publishing it to a document library in a site collection where Power Pivot for SharePoint is enabled. Then, we can configure the refresh settings.

To create a test workbook
  1. In Excel, on the Data tab, choose From Other Sources, and then choose From SQL Server.

  2. Type the name of the instance of SQL Server where your data resides.

  3. Follow the wizard through to connect to the table that contains your data.

  4. When the wizard completes, you should see the Import Data dialog box. Choose the Only Create Connection option, and then select the Add this data to the Data Model check box.

  5. Choose OK.

  6. On the Power Pivot tab, choose Manage.

  7. On the Power Pivot ribbon, choose PivotTable.

  8. On the Insert Pivot dialog box, choose the Existing Worksheet option, and then choose OK.

  9. Select the fields that you want in the PivotTable report.

  10. Save the workbook to a document library on the site collection where you enabled Power Pivot.

Now that the workbook has been saved to a SharePoint document library, let’s configure the refresh settings.

To configure refresh settings for a workbook
  1. In the document library where your Excel workbook is stored, choose the ellipsis (...) control twice, and then choose Manage Power Pivot Data Refresh.

    Screenshot of controls in document library.

  2. On the Manage Data Refresh page, select the Enable check box.

  3. In the Schedule Details section, choose the schedule options that you want for refreshing the data in this workbook.

  4. Optionally, if you want the workbook to refresh right away, select the Also refresh as soon as possible check box.

  5. In the Credentials section, choose the Connect using the following Windows user credentials option.

  6. Type the user name and password of the data access account.

  7. Choose OK.

You can test if data refresh is working properly by making some changes to your data, and then setting the workbook to refresh right away by using the Also refresh as soon as possible option.

Note that anytime you make changes to the data refresh settings page, such as selecting the Also refresh as soon as possible check box, you’ll need to reenter the password of the data access account.

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