Power Automate allows seamless integration with Power BI using the Power BI Connector, enabling data refreshes, alerts, and reports automation. However, Power BI Connector errors can occur due to:
Invalid authentication or permissions
Issues with datasets, reports, or workspaces
API call limits or timeout errors
Configuration mistakes in Power Automate actions
This guide covers:
🔹 Common causes of Power BI connector errors
🔹 Step-by-step solutions for each issue
🔹 Best practices to avoid future errors
Step 1: Identifying the Power BI Connector Error
1.1. Check the Flow Run History
- Open Power Automate → Go to My Flows.
- Select the failing flow and open Run History.
- Find the Power BI action that failed and check the error message.
Step 2: Fixing Power BI Connector Errors
2.1. Power BI Authentication Error
Problem: Power Automate is unable to authenticate with Power BI.
Solution:
- Ensure you are signed in with the correct Power BI account.
- If authentication expired, reconnect the Power BI connector:
- Go to Data → Connections in Power Automate.
- Find Power BI and re-authenticate with valid credentials.
Tip: Use the same account for both Power Automate and Power BI to avoid mismatched permissions.
2.2. Missing Permissions for Power BI Actions
Problem: The flow user does not have permission to access the dataset, report, or workspace.
Solution:
- Ensure the user has the correct Power BI roles:
- Viewer → Can view reports but cannot refresh datasets.
- Contributor → Can edit content and refresh datasets.
- Admin → Full access to manage workspaces.
- To grant permissions:
- Open Power BI Service (https://app.powerbi.com).
- Go to Workspaces → Select the affected workspace.
- Click Access → Add the required user or service account.
Tip: For flows refreshing datasets, ensure the user is at least a Contributor.
2.3. Dataset Not Found or Unavailable
Problem: Power Automate cannot find the specified dataset.
Solution:
- Check if the dataset exists in Power BI.
- Ensure the dataset is not deleted or renamed.
- Verify that the dataset resides in the correct workspace.
Fix:
- Open Power BI Service → Workspaces.
- Locate the dataset and ensure it is available.
- If renamed, update the dataset name in Power Automate.
2.4. Power BI API Call Limit Exceeded
Problem: Too many Power BI requests in a short time, causing rate limits.
Solution:
- Reduce frequent dataset refreshes by scheduling them at intervals.
- Use Power BI Premium if higher API limits are needed.
- Add a delay between Power BI actions in the flow to avoid hitting API limits.
Tip: Power BI Free and Pro users have stricter API call limits than Premium users.
2.5. Dataset Refresh Failed
Problem: Power Automate tries to refresh a dataset, but the refresh fails.
Solution:
- Check Power BI refresh history:
- Go to Power BI Service → Workspaces.
- Click the dataset → Refresh History.
- Review error messages related to failed refresh attempts.
- Ensure the data source credentials are correctly configured in Power BI.
Tip: If using On-Premises Data Gateway, check that it is running and updated.
2.6. Report Not Found
Problem: The flow tries to access a Power BI report that doesn’t exist.
Solution:
- Verify that the report still exists in Power BI.
- If the report was moved, update the Power Automate action with the correct path.
Fix:
- Open Power BI Service → Reports.
- Find the correct report and update its reference in Power Automate.
2.7. Power Automate Action Misconfiguration
Problem: Incorrectly set up Power BI actions in Power Automate.
Solution:
- Double-check the Dataset ID, Report ID, and Workspace name in the Power Automate action.
- Ensure actions like “Refresh Dataset” are pointing to the correct dataset.
- Use dynamic content for flexible dataset selection if needed.
Step 3: Preventing Future Power BI Connector Errors
✅ 3.1. Use a Dedicated Service Account
- Instead of using personal accounts, use a service account for Power BI connections.
- This prevents permission issues when personal accounts change or expire.
✅ 3.2. Monitor Power BI API Limits
- Set up alerts in Power Automate to notify when API limits are close to being exceeded.
- If high API usage is needed, consider Power BI Premium for higher request limits.
✅ 3.3. Automate Dataset Refresh Efficiently
- Schedule refreshes only when necessary (e.g., after a database update).
- Avoid triggering multiple refreshes within a short time window.
✅ 3.4. Check Flow Runs Regularly
- Periodically check the flow run history in Power Automate to catch issues early.
- Look for error trends to proactively fix problems before they cause failures.