How to Retrieve SharePoint List Items Using Power Automate?

Recently, I have been assigned a task to retrieve the SharePoint list items and update the list column values.

In this blog post, I will explain the following examples:

• Power Automate Finding and Updating a Single Item in a Sharepoint List
• Retrieve a Specific Item from a SharePoint List based on a value in another SharePoint list using Power Automate
• Using Power Automate to Search for Multiple items in a SharePoint list

Power Automate Search and Update SharePoint List Item

To describe this example, I have taken two SharePoint lists, ‘Leave Requests‘ and ‘Leave Balance,’ which contain various columns.

Scenario: Whenever a user requests a leave in the Leave Requests list, it will search for the employee defaults leaves in a Leave Balance list and update the remaining leaves.

Now, go through the below steps:

1. Log in to Power Automate, select Automated Cloud flow, choose the When an item is created trigger, and click Create.

2. Add a Get items action to retrieve all the SharePoint list items. Provide the parameters like Site Address and List Name.

3. Then, add a ‘Condition control‘ action to get a specific list item from a SharePoint list [Leave Balance] that matches based on a value in another list [Leave Requests].

Condition: Requestor Name = Employee Name

Title is equal to @items(‘For_each’)?[‘EmployeeName/DisplayName’]

For each loop will be added automatically.

4. After that, under the True condition branch, add an Update item action to update the SharePoint list item values.

Configure the parameters below:

• Site Address: Your SharePoint site
• List Name: Leave Balance
• ID: Select dynamic content ID
• Sick Leaves: Provide the below expression
• Annual Leaves: Use the expression provided below.

Sick Leaves: sub(int(item()?['SickLeaves']),int(triggerBody()?['SickLeaves']))
Annual Leaves: sub(int(item()?['AnnualLeaves']),int(triggerBody()?['AnnualLeaves']))

5. Now, Save and Run the flow. Then, go to the SharePoint list [Leave Requests] and raise the leave request.

6. After the flow runs successfully, you can see that the remaining leaves will be updated in the Sick Leaves and Annual Leaves columns.

This is how to retrieve the single SharePoint list item and update that value using Power Automate.

Retrieve a Specific Item from a SharePoint List based on a Value in Another List

For this example, I have created two SharePoint lists(Project List, Task List) with the data types:

Scenario: Whenever a user updates the Project details in the Project List, then the Project Tasks, Start Date, and End Date present in the Project List should be updated to Task Title, Start Date, and End Date in the Task List.

Follow the steps:

1. Create an ‘Automated cloud flow with a trigger ‘When an item is created or modified‘. Provide Site Address and List Name.

2. Next, add the Get items action and provide the parameters below to fetch items from the SharePoint list.

• Site Address: Select your SharePoint site.
• List Name: Choose Project List.

Add another Get items action to fetch the list items from the Task List.

3. Here, add the Condition action to check the Project Title value from a Project List matches the Project Title value in the Task List.

This condition will retrieve the specific item from a SharePoint list [Task List] based on a value in another list [Project List].

Project Title is equal to @items('For_each_1')?['ProjectID_x003a__x0020_Title/Value']

4. Add the Update Item action under the True branch and provide the parameters below:

• Site Address: Select a specific SharePoint site from the drop-down.
• List Name: Choose Task List.
• Id: Select Id from dynamic content under the Get items Task List.

Then, click Show all to display the advanced parameters.

• Title (Task Title): Provide Project Tasks from dynamic content.
• Start Date: Choose Start Date under the Project list.
• Due Date: Select Due Date under the Project list.

It will take For each loops automatically.

5. Now, it’s time to save the flow. Click on Run flow-> modify the existing SharePoint list item values.

Then, it will update the Task details in the Task List, as you can see from the screenshot below:

Power Automate Finding and Updating Multiple Items in a Sharepoint List

This example will show you how to find and update multiple items in a SharePoint list using Power Automate.

Scenario: I have taken one of my SharePoint lists [Task List] with a few columns like Task Title, Due Date, and Assigned To. I wanted to find out the overdue SharePoint list items and display them.

Check out the steps below:

1. Open the Power Automate Home page and click + Create. Select Instant Cloud flow. Give the flow a name and select trigger Manually trigger a flow. Tap Create.

2. After that, add the Get items action to fetch the SharePoint list items that passed their due dates by adding Filter Query condition.

Configure the parameters:

• Site Address: Choose the SharePoint site.
• List Name: Select Task List.

Click on Show all to display all the advanced parameters.

Filter Query: DueDate le '@{utcNow()}'

Where DueDate is the internal name of a list column.

3. Then, add the Create HTML table action to display the overdue SharePoint list items.

• From: Select the value of the Get items’ output from dynamic content.

Click Show all to display all the advanced parameters.

• Columns: Select Custom column from the drop-down options.

4. To send an email to task-assigned users, add Send an email(V2) action. Set the parameters:

• To: Select Assigned To Email from dynamic content.
• Subject: Provide a subject line.
• Body: Specify the details about the Task.

For each loop will be taken automatically.

5. Now, the flow is ready. Click on Save and Test. Select Manually. Click on the Run flow button.

6. When the flow runs successfully, the assigned users will get notified about their task due date.

Refer to the image below:

This way, a user can find multiple items from the SharePoint list using Power Automate.

Conclusion

In this Power Automate tutorial, I showed you how to retrieve and update SharePoint list items using Power Automate with different examples. This helps find specific and multiple SharePoint list items based on one particular condition.

You may also check out:

• Get All SharePoint List Items in Power Automate
•  Save Email Attachment to SharePoint Using Power Automate
• Update SharePoint List Items Using Power Automate
• Get More Than 100 SharePoint List Items Using Power Automate
• Remove Duplicate Items From SharePoint List Using Power Automate

Bijay Kumar

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.