While working on automation scenarios in Power Automate, you might often need to retrieve data from a SharePoint list or library using the Get items action. However, you might notice that this action only fetches up to 100 items by default. What if your list has thousands of items? Don’t worry—Power Automate has built-in options to overcome this limitation.
In this tutorial, I will tell you how to fetch more than 100 items using the Power Automate Get Items action.
Get More than 100 items using the Get items action in Power Automate
Suppose you manage a SharePoint list named “Monthly Orders,” which contains order details such as Order ID, Customer Name, Order Date, and Order Amount. The list records all customer orders, usually more than 100 monthly orders.
At the end of each month, you must retrieve and process all the orders to generate a sales summary report. However, by default, the Get items action in Power Automate only retrieves the first 100 items, so not all orders are fetched.
Method-1: [Get More than 100 items using the Get items action Top Count]
Power Automate offers Parameters called Top Count to handle scenarios where you need more than the default limits. Now follow the below steps:
1. Log in to Microsoft Power Automate, create an Instant Cloud Flow, enter a name for the flow, select the trigger “Manually Trigger a Flow,” and click Create.
2. Add the Get Items Action and provide below parameters:
- Site Address: Select the SharePoint site address.
- List Name: Select the name of your SharePoint list.
Expand the Advanced parameters by clicking the dropdown menu.
- Top Count: Enter the maximum number of items you want to retrieve.
3. Add a Compose action and select Order ID from dynamic content. This will automatically add a For each loop.
Click Save to save the flow. Run the flow by clicking the Run Flow option. After the flow is completed successfully, check the count for each loop.
Method-2: [Get More than 100 items using the Get items action Pagination]
To handle this scenario, you can configure Power Automate to retrieve more than 100 items using pagination in the Get items action.
Now follow the below steps:
1. Repeat steps 1 and 2 from Method 1. Do not add the top count parameters:
2. Click on Settings next to the Parameters in the Get items action. Enable the Pagination toggle Set the Threshold value to the maximum number of items you want to retrieve
3. Add a Compose action and select Order ID from dynamic content. This will automatically add a For each loop.
Save the flow and run it by selecting the Run Flow option. Similar to Method 1, check the count for each loop.
Conclusion
In this tutorial, we covered how to retrieve more than 100 items from a SharePoint list using Power Automate’s Get items action. We explored two methods: using the Top Count parameter to specify the maximum number of items to fetch and enabling Pagination to retrieve items beyond the default limit by setting a custom threshold.
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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.
