How to sync multiple SharePoint lists (L2 & L3) into a master list (L1) with Power Automate

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Posted on by DF-08041228-0

Hello everyone,

I'm looking for some help setting up a cloud-based flow using Power Automate.

I manage three SharePoint sites to track project activities:

L1 → main/central site (aggregator)
L2 and L3 → each contains a list of projects with their respective tasks

Goal:

I want to create a unified list on L1 that automatically collects projects from both L2 and L3.

Each project has the following columns:

ID (might be duplicated across L2 and L3)
Title (unique)
Client (a field with value “L2” or “L3” to identify the source site)

What I’d like to achieve:

A flow (or multiple flows) that:

adds new items from L2 and L3 into the list on L1
updates the items if they're modified on L2 or L3
deletes items from L1 if they are removed from L2 or L3

📌 I'm looking for the best way to fully sync all create, update, and delete operations between the lists, using the Title field as the unique key.

Has anyone dealt with a similar scenario or has advice on how to structure these flows efficiently?

Thanks in advance! 🙏

Categories:

Building flows

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Zdenka_Cech 101 on at

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HI

I'm curious why do you need two lists to update one master? Is it because of the access?

How many rows and users do you plan to have and how often they create/modify the L2/L3 tasks?

What is the master list for? is it for management or just status tracking?

My initial suggestion:

I would start with 'Unique ID' for both L2 or L3 incoming task to Master. In Master list 'UniqueID' column do combine L3Name-ID and L2Name-ID as values for the column. This way it stays always unique. I guess it can be difficult to check the Titles in both L2/L3 are unique and not crossed.

With the UniqueID you can than easy map Master with child in your powerautomate.

There could be two flows triggers when item is created/modified. And two flows for deleted. Each for child list.

You can maybe have 1 flow to check the L2/L2 statuses, but it needs to be scheduled (daily possibly) - so you should know how often you need to update master if once a day, immediately - thus my questions on the top.

Let me know.

*Zdenka

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creativeopinion 10,502 Super User 2025 Season 2 on at

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@DF-08041228-0 You'll need to use a Filter Array action. You might be interested in these YT Tutorials:

Are you using the Microsoft Power Automate Filter Array Action wrong?

In this video tutorial I’ll show you 3 practical ways to use the Filter Array action and how to use it properly.
1️⃣ Cross-Referencing Data
2️⃣ Filtering by Key
3️⃣ Substring Matching

Did you know that the Condition action has a limit of 10 conditions? Although it might look like the Filter Array action can only accept one condition—this is not true. By using the advanced mode you can enter multiple conditions into a Filter Array action with an expression.

IN THIS VIDEO:
✓ 3 Ways to Use the Filter Array Action
✓ How to use the Scope Action to Group Actions
✓ How to Check the Number of Items returned from a Filter Array Action
✓ How to Cross-Reference Data in Excel with a SharePoint List
✓ How the Filter Array Action Works
✓ How to Access the Dynamic Content from a Filter Array Action
✓ How to Filter Items by a Key
✓ How to Filter Items by Matching a Substring
✓ How to Use Multiple Conditions in a Filter Array Action

---

Filter Array + Apply to Each: The Best Tip You Need to Know

In this tutorial—I’m going to show you a quicker way to get the dynamic content from your Filter Array action—and it doesn’t require writing an expression.

IN THIS VIDEO:
✓ How to Loop Through Filter Array Results in Power Automate
✓ Using Apply to Each with Filtered Arrays
✓ The Easiest Way to Access Dynamic Content from Filter Array
✓ Fixing Nested Apply to Each Actions
✓ When to Use Value vs. Body Dynamic Content
✓ Simplifying Power Automate Flows with Filter Array
✓ Troubleshooting Filter Array and Apply to Each Issues

---

3 Mistakes YOU 🫵 are Making with the Apply to Each Action in your Microsoft Power Automate Flow

In this video tutorial I’ll go over how to avoid these common mistakes when using the Apply to Each action in a Power Automate flow:
1️⃣ Looping through a Single Item
2️⃣ Creating Unnecessary Nested Loops
3️⃣ Looping through an Unfiltered Array

At the end of the video I share a few helpful insights when it comes to using the Apply to Each action in your flow.

IN THIS VIDEO:
✓ How to avoid the Apply to Each action with a single item array
✓ How to use the item() function to access dynamic content in an array
✓ How to prevent unnecessary nested Apply to Each action loops
✓ How to use the Select action
✓ How to convert an array to a string with the Select action
✓ How to use the Filter Query field
✓ How to count the number of items in an array
✓ How to use a condition control
✓ How to use the concurrency control
✓ How to set a top count
✓ How to use Compose actions for troubleshooting

Hope this helps!

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