Embedded data sources

"Built in" data sources make it easier to copy, share, and collaborate on your reports.

New data sources you create while editing a report are now embedded in the report. When you share or copy the report, other report editors can now also edit the data source. You can still create separate, reusable data sources, as always.

This article explains this change in detail.

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In this article:

What's changing?

Since the initial release of Data Studio, data sources have been independent assets, requiring you to manage, copy, or share them separately from reports. Beginning the week of August 24, 2020, data sources you create while editing a report are now "embedded" in the report in which you create them.

Data sources that you create from the home page remain unchanged and can be used across multiple reports.

Your existing reports and data sources have not changed, other than now being called "reusable." This change only applies to new reports you create after August 24, 2020.

What are the benefits of embedded data sources?

Embedded data sources make collaborating on reports and data sources easier. When you share or copy a report, all of its embedded data sources are shared or copied along with it. You don't need to share the data sources separately. Other editors of your report can also edit the data source. Also, having your data sources embedded in the report reduces the number of assets you need to manage, since all your data sources can be contained by a single report asset.

What if I don't want to use embedded data sources?

You can still create data sources as separate assets.

What can other people do with shared reports that contain embedded data sources?

Sharing a report with view access hasn't changed. Data source credentials still control who can view the data in a report.

When you share a report with edit access, those people with whom you share can use any embedded data source you've added to modify the report. For example:

Scenario 1

You create a report, add an embedded data source, then share the report with your colleague, Mary, making her an editor. Mary can:

  • See all the fields in the embedded data source
  • Create calculated fields in the embedded data source
  • Create parameters in the embedded data source
  • Rename fields in the embedded data source
  • Change field types and aggregation in the embedded data source

In this scenario, Mary can't change the embedded data source connection, change credentials, or update the data freshness setting, since she is not an owner of the report or the data source credentials.

Scenario 2

Mary is an editor on a report that you own. She adds an embedded data source to that report. You can:

  • See all the fields in the embedded data source
  • Create calculated fields in the embedded data source
  • Create parameters in the embedded data source
  • Rename fields in the embedded data source
  • Change field types and aggregation in the embedded data source
  • Change the embedded data source connection*
  • Update or change the embedded data source credentials

*If you don't have access to the account Mary selected for the data source connection, you won't see that account in the list, but you can still select an account you do have access to.

How do I create an embedded data source?

Any data source you create during the process of creating or editing a report is embedded into that report:

Create an embedded data source while creating a new report

  1. Sign in to Data Studio.
  2. In the top left, click CreateCreate, then select Report.
  3. The Add data to report page appears.
  4. In the Connect to data tab, select the type of data to which you want to connect.
  5. Select the specific data set and provide your authorization, if necessary.
  6. Click Add.

Create an embedded data source while editing an existing report

  1. Edit your report.
  2. In the toolbar, click Add data.
  3. The Add data to report page appears.
  4. In the Connect to data tab, select the type of data to which you want to connect.
  5. Select the specific data set and provide your authorization, if necessary.
  6. Click Add.
You can't create an embedded data source outside of a report.

How do I know if a data source is embedded?

If you can see the data source in the Data Sources list on the home page, then it's reusable.

While editing a report, in the menu, click Resources > Manage added data sources. You'll see the type displayed in the first column.

Reusable and embedded data sources.

Can I convert an embedded data source to a reusable data source?

Yes, if you own the credentials for the embedded data source, you can make it reusable. Making an embedded data source reusable lets you manage the data source as a separate asset. By default, editors of the current report will be able to edit the new reusable data source, but you can uncheck that option during the copy process.

  1. Edit your report.
  2. In the menu, click Resources > Manage added data sources.
  3. Locate the embedded data source, then on the right, click Make reusable.

Who can edit an embedded data source?

Anyone who can edit the report can edit the embedded data sources in that report. The person who owns data source credentials, and the report owner can update the data source credentials and modify the data source connection.

How does copying a report with an embedded data source work?

When you copy a report with embedded data sources, the copy includes those data sources. As before, copying a report doesn't copy reusable data sources added to the report.

If an embedded data source uses Owner's credentials but the person who copies the report is not the owner of those credentials, that data source isn't copied. Charts in the copy that are based on that data source will show an error asking you to fix the missing data source.

You can copy an embedded data source within a report:

  1. Edit your report.
  2. In the menu, select Resources > Manage added data sources.
  3. Locate the data source, then click Copy.

How do credentials work with embedded data sources?

Data source credentials continue to work as before. Both embedded data sources and reusable data sources can be configured to use either Owner's credentials or Viewer's credentials.

Only the owner of the report, and the owner of the credentials used by an embedded data source (if they are different people) can change the data source credentials.

The same is true for reusable data sources:

Only the owner of the reusable data source, and the owner of the credentials used by that data source (if they are different people) can change the data source credentials.

Can I revoke my credentials for an embedded data source?

If you've created data sources that use your credentials to access data but find you are no longer the owner of these data sources, you can stop allowing them to access data with your credentials:

  1. Sign in to Data Studio.
  2. In the upper right, click Settings Settings..
  3. On the left, select Revoke Data Source, then click REVOKE CREDENTIALS.

Revoking your credentials requires the new owner to add their credentials before these data sources can be used in reports.

Can I explore embedded data sources?

No. Currently, the Explorer doesn't support embedded data sources.

How does version history work with embedded data sources?

Version history for embedded data source is included in the report's version history. To restore a previous version of your embedded data source:

  1. Edit your report.
  2. Select File > See version history.
  3. Select an earlier version of the report, then click Restore this version.
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