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Creating gateways and refreshing reports in Power BI Service
Part five of an eight-part series of blogs

Naturally you want the reports that you publish to Power BI Service to be up to date, but the rules are fiendishly complex. This blog explains when and how to create the two types of gateway, and how to ensure your reports refresh.

  1. Getting Power BI Service reports to refresh
  2. How Power BI connections work
  3. How connections work for Direct Query
  4. Setting up a personal gateway to allow data to refresh
  5. Creating an on-premises data gateway for everyone to use (this blog)
  6. Gateway requirements, limitations and troubleshooting
  7. Manual and scheduled refreshing of data
  8. Refreshing data within the cloud (Azure, OneDrive)

This blog is part of a longer series, which together comprise a full online training course in Power BI Service.  You can see get details of our classsrom Power BI training courses here.

Posted by Andy Brown on 03 July 2017

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Creating an on-premises data gateway for everyone to use

The previous part of this blog showed how to create a personal gateway, but one limitation of this is that only you can refresh your reports.  A way round this is to create a standard on-premises data gateway.

Installing an on-premises gateway

Most of the instructions are similar to those for creating a personal gateway.  Start by downloading the software to create a gateway:

Creating a gateway

Click on this item in the Downloads menu in Power BI Service.

Now choose to run the gateway software:

Download gateway button

Click on the button to download a gateway!

When you've downloaded this executable file, run it to see:

Gateway information

Loyal readers of this blog may be experiencing a bit of deja vu at this point.

Choose the grown-up version of the gateway:

On-premises data gateway

Choose to install the on-premises data gateway for anyone you nominate to use.

There are a few more easy steps to follow (one of them is shown below):

Installing gateway

You'll need to accept Microsoft's terms and conditions, among other obvious steps.

Configuring your gateway

Now allocate an account to this gateway:

Allocated an account

Type in the name of an account (you'll need to sign in to it on the next screen).

Specify a name for your gateway, and a recovery key (in case you need to restore it):

Recovery key

This should be pretty self-explanatory.


When you click on the Configure button (not shown above), you should see your gateway:

Your new gateway

There are various tabs on the left (not shown here) allowing you to see advanced information about this gateway.

Managing the gateway

Now that you have a gateway, you can assign it to a data source.  First bring up the list of gateways:

Manage gateways

Choose this options from the Settings cog at the top right of Power BI Service.


You can click to assign administrators to the gateway, to share the burden:

Assigning administrators

Click on the Administrators tab to create new ones.

Assigning data sources to the gateway

You can now click on the Gateway Settings tab to assign data sources to this gateway:

Gateway sources

Click to add data sources which can use this gateway.


Create one or more data sources:

Connecting to a file

Here I'm creating a connection to the text CSV file containing the list of courses.


Now you have assigned the data source to the gateway, you need to say who can use it:

Assigning users

Click on the Users tab when your data source has been successfully assigned to the gateway.

Here I'm assigning some of my closest friends to use the data source:

Assigning a list of users

Your list of users may be a bit more varied than this ...


Any of these users should now be able to publish reports using this data source. 


Before I launch into how to refresh reports once you have a gateway set up, I'll just take a brief digression to look at some of the limitations and pre-requisites for the two types of gateway. 

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