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Fix SharePoint List Items Missing in Power Apps and Automate
Question details
Unexpected SharePoint list items are appearing in Power Apps and triggering Power Automate flows, but they are not visible in the connected SharePoint list.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Managing a SharePoint list connected to a Power Apps application and customized with Power Automate approval flows.
- Observed behavior
- Dummy or automatically created items are visible in Power Apps and trigger workflows, but they remain completely hidden in the default SharePoint list views and lack version history.
Ensure you have full owner permissions for the SharePoint list and the connected Power Automate flow to review run histories and view configurations.
Investigate Power Automate Flow Configurations
Check your Power Automate flows to ensure that loop actions or attachment processing steps aren't silently creating dummy list items.
Complex workflows involving multiple approval stages, loops, or moving attachments to newly created folders can sometimes generate unexpected dummy items. By analyzing the flow's run history, you can pinpoint exactly which step is creating these hidden items.
Navigate to the Power Automate portal and log in with your Microsoft credentials.
Go to 'My flows' and select the workflow connected to your affected SharePoint list.
Click on 'Run history' and select a recent run where the dummy item was generated. Look specifically at loop actions ('Apply to each') and approval outcomes.
Inspect any actions designed to move attachments or create folders, as these can mistakenly map attachment names to the title of a newly generated dummy item.
Verify SharePoint List View and ID Columns
Ensure that your SharePoint view isn't filtering out items and that you are referencing the correct system ID column.
Consult the Power Automate Community
Since this involves advanced integration between SharePoint and Power Automate, specialized help may be required to debug complex workflows.
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Frequently Asked Questions
Why do items show in Power Apps but not in my SharePoint list?
This discrepancy often happens when items are created in an incomplete state by a background process like Power Automate, or if the SharePoint list view has active filters hiding those specific items while Power Apps directly queries the unfiltered data source.
Can a Power Automate approval flow create dummy items?
Yes. If an approval flow includes actions that move attachments or create new folders upon completion, misconfigured mapping can cause the flow to accidentally generate new list items (dummy items) using the attachment names as item titles.
How do I know if my SharePoint ID column is skipping numbers?
If you look at your SharePoint list and see a jump from ID 717 directly to 734, the missing IDs (718-733) were likely created and either immediately deleted, hidden by a view filter, or generated as orphaned items by a workflow error.
