Use Power Automate to update sharepoint list with Office365Users info whenever a row in the list is created/edited

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Posted on by ChrisUndery

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Bit of a newb to power automate so bear with me.

I have a sharepoint list that holds a variety of information about company mentors (see screen grab - row per mentor). The mentors create and update their details in this list via a Power App that I have built.

However, for reporting purposes I also want the list to include a variety of information about each mentor (job title, department & office location). I know this information is held against their Office365Users info so whenever a new row is created or an existing one is updated I want those fields in the list to auto update based on that persons office365users info.

How do I do this in power automate?

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Craig Stewart ABZ 959 Super User 2024 Season 1 on at

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Is there a reason that you couldn't patch this to SharePoint at the time of creation by the user themselves using the Office365Users connector in Power Apps?

Office365Users.Manager(Office365Users.MyProfile().Id).DisplayName
Office365Users.MyProfile().JobTitle
Office365Users.MyProfile().Department
Office365Users.MyProfile().OfficeLocation

If you're looking to update what's already there you could run a manual flow using SharePoint Get Items action to gather the data from your list.

Then using the email address as the identifier for Get user profile (V2) action in Office 365 Users

You would then have access to the dynamic content from the profile to update your columns

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David_MA 14,090 Super User 2026 Season 1 on at

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Doing what you want is quite easy for new items. It gets more complicated when you also need to update this when it is updated because you will end up creating an endless loop when the workflow updates the item, which will trigger another instance of the flow to repeat the process.

First, you will want to set up your flow with a trigger condition so it does not run if the person who modified it is the account under which your workflow runs. You can use this expression:

@not(equals(triggerOutputs()?['body/Editor/Email'],'emailaddress@domain.com'))

Note, the above is case sensitive, so be sure you enter the e-mail address that the flow runs under how it is formatted in your system.

You can then use the Get user profile (V2) action to get job title, department and location of the user listed under mentor name. Populate this action with the e-mail of the mentor. Of course, your company will need to be populating this information in Active Directory.

That is pretty much it.

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ChrisUndery 179 on at

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Thanks both, we've ended up with a sort of hybrid.
We have an automated flow that updates the details when a new mentor is added via the app.
We have a separate scheduled flow that auto updates everyones details in the list. this also acts as a trigger for the leavers/movers process as the flow fails is someone has left or changed email address (happens in our company or some reason). If it fails then a email is triggered to the relevant people in my department who can check and update the list accordingly

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