In Power Automate, I received a requirement to convert a SharePoint list item into a PDF. When a list item is created, the client wants a PDF automatically generated item’s details and saved in a document library.
In this tutorial, I will show you how to convert SharePoint list item to PDF using Power Automate (without premium connector). Additionally, we will see how to create a PDF from a SharePoint list using Power Automate.
Convert SharePoint List Item to PDF Using Power Automate
For this example, I created a SharePoint list called Project Details with the below column:
| Column | Data Types |
|---|---|
| Title | Title (Single line of text) |
| Project Manager | Person or group |
| Start Date | Date and time |
| End Date | Date and time |
| Project Status | Choice |
| Technologies Used | Choice (multi-select) |
| Description | Multiple lines of text |
Now follow the below steps:
1. Create an automated cloud flow. Give the flow name and select the trigger When an item is created. Also, provide the Site Address and List Name.
In this example, I used a multi-select choice column. When I retrieve it, it gives me an array, but I need it in string format for the PDF. So, I used two actions to convert the array to a string. You can follow these steps if your SharePoint list is set up like mine. Otherwise, you can skip them.
2. Then I will select that column using the select action using the below parameter:
- From: Select the Technologies Used column from the dynamic content
- Map: Put the below expression:
item()?['Value']
It gives the selected choice-value in an array format.
3. Now, I need to perform a join action, which will convert the above array values into a string separated by commas. To do this, I added a join action with the parameter below:
- From: Select the body from the select action dynamic content
- Join with: Provide ‘,’
4. Next, I add a compose action and provide the below HTML code:
<html>
<head>
<style>
body { font-family: Arial, sans-serif; }
h1 { color: #003366; }
table { width: 100%; border-collapse: collapse; }
th, td { padding: 8px 12px; border: 1px solid #dddddd; }
</style>
</head>
<body>
<h1>Project Details</h1>
<table>
<tr><th>Project Name</th><td>@{triggerBody()?['Title']}</td></tr>
<tr><th>Project Manager</th><td>@{triggerBody()?['ProjectManager']?['DisplayName']}</td></tr>
<tr><th>Start Date</th><td>@{triggerBody()?['StartDate']}</td></tr>
<tr><th>End Date</th><td>@{triggerBody()?['EndDate']}</td></tr>
<tr><th>Project Status</th><td>@{triggerBody()?['ProjectStatus']?['Value']}</td></tr>
<tr><th>Technologies Used</th><td>@{body('Join')}</td></tr>
<tr><th>Description</th><td>@{triggerBody()?['Description']}</td></tr>
</table>
</body>
</html>
5. I add a create file action in OneDrive for business. Then, provide the below parameter:
- Folder Path: Give a folder path where you need to create the file.
- File Name: Select the Title from the dynamic content with an HTML extension.
- File Content: Choose output from the compose action
6. Now, we need to convert that HTML file to pdf. For this, I add a convert file action and provide the parameters below
- File: Provide Id from the create file dynamic content
- Target Type: Select the PDF from the drop-down.
7. Now, our PDF file is created in OneDrive. Where you store it depends on your preference. In my case, I want to store it in a SharePoint library. So, I added a create file action from the SharePoint connector using the below parameter:
- Site Address: Provide which site you want to store.
- Folder Path: Provide Where you wish to store.
- File Name: Provide file name. You can give a different name, but I want the same name as onedrive.
- File Content: Provide the File content from dynamic content.
8. Next, add an action that deletes the onedrive pdf file. To do this, add a delete file action from OneDrive for business. Then, provide an ID from dynamic content.
Let’s save the flow and test it manually. Then, add an item to the SharePoint list.
When the flow runs successfully, you can check that the file has been created in PDF format in the SharePoint document library.
Then, you can open the PDF and see the result.
This way, you can convert the SharePoint list item to PDF using Powe Automate.
Create PDF From SharePoint List using Power Automate
In the example above, we saw how to convert a SharePoint list item into a PDF. If you require the conversion of multiple items from a SharePoint list into a PDF, follow the steps below.
For this example, I created a SharePoint list called Employee Review Data:
1. In the Power Automate, click the Instant Cloud flow, enter the Flow name, and choose the trigger flow (i.e., manually trigger a flow).
2. Now, we will retrieve items from the SharePoint list. To do this, select the Get items action and provide the Site Address and List Name.
3. Next, add a Create HTML table action and provide the below parameters:
- From: Provide the body/value from the dynamic content of the Get items action.
- Columns: Select Custom from the drop-down.
| Headers | Value |
| Employee Name Review Date Performance Score Comments | Select the values from the dynamic content under the Get items action. |
4. I add a create file action in OneDrive for business. Then, provide the below parameter:
- Folder Path: Give a folder path where you need to create the file.
- File Name: Select the Employee Review Data from the dynamic content with an HTML extension.
- File Content: Choose output from the compose action
5. Next, select Convert file action and provide the file from the dynamic content and target type to pdf.
6. After that, add the create file action from the SharePoint connector using the below parameter:
- Site Address: Provide which site you want to store.
- Folder Path: Provide Where you wish to store.
- File Name: Provide file name.
- File Content: Provide the File content from dynamic content.
7. Next, add an action that deletes the onedrive pdf file. To do this, add a delete file action from OneDrive for business. Then, provide an ID from dynamic content.
Now click on Save and run the flow manually. After the flow runs successfully, go to the SharePoint library and check whether it was created correctly.
In this tutorial, I explained how to convert SharePoint list items to PDF using Power Automate without relying on premium connectors. The steps covered include converting a single list item to PDF, formatting the content using HTML and CSS, and handling multi-select choice columns by converting arrays into strings.
Also, you may like some more Power Automate articles:
- Convert Word Files to PDF Using Power Automate
- Export SharePoint List to Excel and Send an Email Using Power Automate
- Convert PDF to Base64 Using Power Automate
- Convert SharePoint list items to PDF using Power Automate
- Create PDF from Excel using Power Automate
- Create PDF from Microsoft Forms via Power Automate
After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.
