Power Automate

Power Automate map a SharePoint library to a list?

(0) Share

Report

Posted on by HC-07021734-0

I'm looking to connect a pre-existing sharepoint library to a pre-existing list, so that when metadata columns for a file in the library with the same name as the title of an item in a list are modified, the list is automatically updated with these changes as well. It's a pretty big library (over 700 docs), but the list is even larger (1500 items). I've tried to create a flow in power automate, but nothing I've tried has worked so far. At some point I'd like to do the opposite as well, making sure any changes in the list are reflected in the document library, to prevent a user from inputting new data in the wrong place. Any advice would be helpful, thank you.

Categories:

Building flows

I have the same question (0)

All responses (3)

Answers (0)

Suggested answer

Infamous_Let 330 on at

Like (0)

Report

You can build two Power Automate flows for a two-way sync between your SharePoint library and list:

Flow 1: Library to List
Trigger: When a file is created or modified (properties only)
Detects when a file is added or modified in the document library.

Action: Initialize variable (FileName)
Stores the file name for easy reference.

Action: Get items (from SharePoint list)
Retrieves the list item where the Title matches the file name. Use Filter Query (Title eq 'FileName')

Action: Apply to each (Loop over the list items)
Ensures that all matching items (if any) are handled.

Action: Condition (Check if any list items were found)
Verifies that there is a matching item in the list.

Action: Update item
Updates the list item's fields with values from the file metadata.

Flow 2: List to Library
Trigger: When an item is created or modified
Detects when a list item is added or modified.

Action: Get files (properties only)
Retrieves the file from the library where the file name matches the list item's Title. Use Filter Query (Title eq 'FileName')

Action: Apply to each (Loop over the files)
Ensures that all matching files (if any) are handled.

Action: Condition (Check if any files were found)
Verifies that there is a matching file in the library.

Action: Update file properties
Updates the file's metadata fields with values from the list item.

Was this reply helpful? Yes No
David_MA 12,980 Super User 2025 Season 2 on at

Like (0)

Report

In the scope of SharePoint, a library with 700 items and a list with 1,500 items is relatively small. Lists can hold up to 30 million items. However, if you think either one will go over 5,000 items you should index columns to prevent problems down the road. Modern SharePoint will automatically create indexes for you based on filters from views unless you specifically turn this off. Here is some information to get you started: Living Large with Large Lists and Large Libraries | Microsoft Learn

I know this isn't a direct answer to your question, but I think what @Infamous_Let provided should help you. I am not sure of an approach I would take on this, as this is not something I think I would ever encounter.

Was this reply helpful? Yes No
Suggested answer

CU28071724-0 2 on at

Like (0)

Report

I am looking for the same solution.

Was this reply helpful? Yes No