Select a shared dataset or create a local dataset

So far in this chapter, we have been creating our own dataset, which is also known as a local dataset. If a dataset already exists that you or someone else prepared and published to the Power BI service, you can connect to that dataset, also known as a shared dataset. Using a shared dataset has several benefits:

  • You ensure consistent data across different reports.
  • When connecting to a shared dataset, you are not copying any data needlessly.
  • You can create a copy of an existing report and modify it, which takes less effort than starting from scratch.

Note Using Shared Datasets

Sometimes different teams want to see the same data by using different visuals. In that case, it makes sense to create a single dataset and different reports that all connect to the same dataset.

To be able to connect to a published dataset, you must have the Build permission or be a contributing member of the workspace where the dataset resides. We will review permissions in Chapter 4, “Deploy and maintain assets.”

You can connect to a shared dataset from either Power BI Desktop or the Power BI service:

  • In Power BI Desktop, select Power BI datasets on the Home tab.
  • In the Power BI service, when you are in a workspace, select New > Report > Pick a published dataset.

Either way, you will then see a list of shared datasets you can connect to, as shown in Figure 1-7. Additionally, in the Power BI service, you can select Save a copy next to a report in a workspace to create a copy of the report without duplicating the dataset. This will be similar to connecting to a dataset from Power BI Desktop because you will be creating a report without an underlying data model.

FIGURE 1-7 List of available datasets

After you are connected to a shared dataset in Power BI Desktop, some user interface buttons will be grayed out or missing because this connectivity mode comes with limitations. For example, when you connect to a shared dataset, Power Query Editor is not available, and the Data view is missing. In the lower-right corner, you’ll see the name and workspace you’re connected to, as shown in Figure 1-8.

FIGURE 1-8 Power BI Desktop connected to a Power BI dataset

You can select Transform Data > Data source settings to change the dataset you are connected to. You can also select Transform Data or Make changes to this model in the lower-right corner to create a composite model, where you can combine data from the shared dataset with other data. Composite models are covered in the “Select a storage mode” section.

If you choose not to create a composite model, note that you can still create measures, and they will be saved in your PBIX file but not in the shared dataset itself. That means other users who connect to the same shared dataset will not see the measures you created. These measures are known as local or report-level measures. Creating measures in general is going to be reviewed in Chapter 2, “Model the data.”

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