Managing Credentials and Data Source Connections

Why Are Credentials Important?

Power BI needs appropriate authentication to retrieve data from protected sources.

For example, a SQL Server database may require database credentials or another supported authentication method. A cloud data source may require an organizational sign-in or a configured connection.

If credentials expire, permissions change, or the authentication configuration becomes invalid, refresh can fail.

Configuring Data Source Credentials

In the Power BI Service, open the relevant semantic model or connection settings and review the available authentication options.

Depending on the source, you may need to:

• Sign in with an authorized account.
• Enter the required database credentials.
• Configure the supported authentication method.
• Update expired credentials.
• Confirm that the account has permission to access the required tables or views.

Avoid using personal credentials for production data connections when organizational service accounts or managed connection approaches are more appropriate and supported.

Common Connection Problems

Invalid credentials: The saved authentication information is incorrect or has expired.

Permission denied: The account can connect to the source but cannot read the required data.

Server unavailable: The database or network endpoint cannot be reached.

Driver or connector issue: The required driver or supported connector is missing or misconfigured.

Gateway mismatch: The semantic model is not mapped to the correct gateway or data source connection.

When troubleshooting, identify which layer is failing: authentication, network connectivity, gateway configuration, source permissions, or the refresh operation itself.

Security Best Practices

• Use the minimum permissions required by the data source.
• Store and manage credentials using supported Power BI and organizational mechanisms.
• Restrict gateway administration to authorized users.
• Keep gateway software maintained.
• Review access when users or service accounts change.
• Never embed passwords or sensitive credentials directly in report content or shared code.