Share queries in the Power BI Data Catalog

[ Power Query version 2.1 0 ]

You can share information about a query in the Power BI Data Catalog with all users or a specific set of users within the organization. Shared queries appear in search results when users perform an online search in Power Query. This enables the users to easily discover and reuse the shared queries and their underlying data for their data analysis and reporting.

Important    Microsoft Active Directory supports two types of groups: Distribution Groups and Security Groups. Distribution Groups are used only for email applications, to enable sending emails to groups of users. Security Groups are used to provide access to shared network resources. Security Groups may be mail-enabled, allowing them to be used as email recipients, but Distribution Groups cannot be used to provide resource access. For more information, see Active Directory Group Types. Using Power Query, you can share queries only with Security Groups, and not with Distribution Groups. If you cannot find the group with which you want to share a query, please contact your network administrator.

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Share a Query

What happens when you share a query?

Related Topics

Share a query to the Data Catalog

To share a data set as a query:

  1. Sign in to Power BI. In Excel, on the POWER QUERY tab, click Sign In. In the Sign In dialog box, click Sign In, and enter your organizational account information that was used when you signed up for Power BI.

    Important    When you sign in to Power BI using your organizational account enables you to share queries within your organization and also to discover and use queries shared by other users within your organization. You cannot share queries or find and use queries that other users have shared, if you are not signed in to Power BI.

  2. After you sign in, on the QUERY tab, click Send to Data Catalog. You can also share your query from the Query fly-out on the Navigation pane.

  3. In the Send to Data Catalog dialog box:

    1. Specify a name and description for your query.

      Tip    You can provide a concise and meaningful name and a description that explains how users should use the query and its data. The description should include enough information to enable others to choose the right query, and understand how and where it should be used, in the context of the business processes to which the data relates, not in the context of the system or systems from which the data is taken. Also, remember that the name and description are added to the cloud search index for use in Power Query online searches, so a complete description is valuable in multiple ways.

      Note   The user account that shares a query will by default have access to the query even if his/her account is not explicitly specified when you choose Specific people and groups of people.

    2. To include a preview of the top rows when others search for the query, ensure that the Upload first few rows for preview check box is selected.

      Caution    If you enable preview for your shared query, the data referenced by the query is visible to users in the preview fly out even if they do not have access to the data, although they cannot use the query to import data unless they have access to it. You might want to disable previews for your query if it contains references to sensitive data to prevent unauthorized users from viewing partial dataset in the preview.

    3. Click Send.

      Important    When you share a query, it may take up to five minutes for your shared query to be available via online search. Your shared query will be immediately available to you in the Shared pane in Power Query, but will not appear in search results until the search index is updated, which may take up to five minutes to complete. For information about viewing your shared queries in the Shared pane, see View and Update Your Shared Queries.

    Send To DataCatalog

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What happens when you share a query?

The following information (metadata) gets stored in the Power BI Data Catalog in the cloud for a shared query:

  • Query name and description

  • Location of the data sources used by the query. For example, URL, server name/database name, and computer name/file name depending upon the type of data source. Once Power BI is aware of a data source and stores it in the Power BI Data Catalog, you can view and manage the data sources using the Manage Data portal to annotate them with friendly names, descriptions, and access URLs. For more information, see Manage Data Source Information using the Manage Data Portal.

  • Query certification status.

  • Search access list for the query to determine which users/security groups can find and use this shared query.

  • The URL for query documentation, if specified.

  • A preview of the data referenced by the query, if data preview was selected for the query.

  • The query definition in the form of a Power Query script that specifies how to connect to the query’s data sources and transform the data. This script is created when you filter and shape data in your query.

This information in the Power BI Data Catalog helps users to find and use shared queries. When you use a shared query in Power Query, the query definition is executed in Excel to import the data referenced by the query into a new worksheet in Excel. To find and consume shared queries using online search in Power Query, see Find and Use Shared Queries.

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Related Topics

View Your Shared Queries in the Manage Data Portal

View and Update Your Shared Queries

Delete Your Shared Queries

View and Manage Queries in a Workbook

View Usage Analytics for Your Shared Queries from Power Query

Understanding the Role of Data Stewards in Data Management

Data Management Experience in Power BI for Office 365 Help

Applies To: Power BI, Excel 2013

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