Understanding When to Use Shared Data Sources vs. Embedded Data Sources in SSRS

Explore the benefits of using `shared data sources` in SQL Server Reporting Services (SSRS) versus tying data sources to individual reports, and understand best practices for effective reporting.
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When to Use Shared Data Sources vs. Tying to Single Report in SSRS

In the world of SQL Server Reporting Services (SSRS), one common question arises: should you use a shared data source, or is it better to tie the data source directly to each individual report? This topic can be quite divisive among developers and report designers. In this guide, we’ll break down the advantages of each approach and explain why, in most cases, the shared data source is considered best practice.

Understanding Data Sources in SSRS

What is a Shared Data Source?

A shared data source is a centralized connection string that can be used by multiple reports. This means that you can create one data source that connects to a database and link it to different reports, ensuring consistency across your reporting environment.

What is an Embedded Data Source?

An embedded data source, on the other hand, is directly tied to a single report. This means that the connection string and configuration settings are set within the report itself, effectively creating a self-contained report that does not rely on external connections.

Advantages of Using Shared Data Sources

1. Centralized Management

One of the most significant benefits of using shared data sources is the ease of maintenance. If the connection settings need to be updated, you can simply modify the shared data source. This change will automatically apply to all reports that are associated with it, saving time and reducing the risk of errors.

2. Consistency Across Reports

Having a shared data source ensures that all reports pull data using the same connection settings. This leads to consistency in data retrieval and prevents discrepancies that might arise from different configuration settings across multiple reports.

3. Simplified Deployment

When deploying reports, using a shared data source makes it easier to move reports between different environments (such as from development to production) because you only need to manage one data source.

4. Scalability

As your reporting environment grows, managing numerous embedded data sources can become cumbersome. Shared data sources allow for easier scaling, making it simpler to add more reports using the same connection.

Situations Where Embedded Data Sources Might Be Justifiable

While shared data sources are generally considered best practice, there are instances when embedded data sources might be suitable:

One-Time Testing: If you are performing a specific test and you don’t want to affect the overall data source, using an embedded data source can be useful.

Unique Configuration Requirements: If a report requires a unique connection that differs greatly from others, an embedded data source may be warranted.

Conclusion

In conclusion, while there are scenarios where using an embedded data source could be beneficial, the advantages of using shared data sources generally outweigh any potential benefits of embedding a data source directly in your reports. By opting for shared data sources, you can ensure better management, consistency, and streamlined deployment across all your SSRS reports.

Whether you're just starting out with SSRS or looking to optimize your reporting practices, remember to consider the benefits of using shared data sources for an efficient reporting experience.