How to Copy SharePoint Inventory Data to a Transaction List Using Power Automate
Question details
The user needs to automatically copy specific product information from a SharePoint inventory list into a transaction list when the item's inventory status is updated via Power Apps.
- Product
- SharePoint and Power Automate
- Device & OS
- not provided
- Scenario
- Managing inventory status changes and automating the creation of transaction log items using a Power Automate flow.
- Observed behavior
- The user requires the flow to trigger specifically when the inventory status changes (e.g., from AVAILABLE to UNAVAILABLE) and accurately copy fields, including hidden columns like Barcode, to the destination list.
Ensure you have owner or edit permissions for both the source Inventory list and the destination Transaction list in SharePoint, and confirm that the column structures (data types) match exactly between the two lists.
Create a Conditional Power Automate Flow to Copy Item Data
Set up a Power Automate flow that triggers on item modification, verifies if the target status field has changed, and creates a corresponding item in the transaction list.
To prevent duplicate entries, the flow must be configured to execute the copy action only when the specific status field is modified, rather than on every item update. You can manage hidden columns by exposing them in SharePoint settings before mapping.
If you need to copy a hidden column like 'Barcode', navigate to your SharePoint List Settings. Click on 'Information Management Policy Settings', select 'Item', and enable the Barcode column to ensure it appears in Power Automate.
Open Power Automate and create an Automated Cloud Flow. Choose the trigger 'When an item is created or modified' and connect it to your SharePoint site and Inventory list.
To ensure the flow only copies data when the status changes (e.g., AVAILABLE to UNAVAILABLE), use the 'Get changes for an item or a file (properties only)' action. Add a 'Condition' step to check if 'Has Column Changed: Status' is equal to 'true'.
In the 'If yes' branch of your condition, add a 'Create item' action. Select your destination Transaction list. Click into each list field and map it to the corresponding dynamic content from your trigger step (e.g., Product Name, Barcode).
Save your flow. Go to your Power App or SharePoint list, change an inventory item's status, and verify that a new entry with the correct data populates in the Transaction list.
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Frequently Asked Questions
How do I trigger a Power Automate flow only when a specific SharePoint column changes?
You can use the 'Get changes for an item or a file (properties only)' action after your trigger to detect specific column modifications. Alternatively, you can write an expression in the 'Trigger Conditions' of the flow's settings to prevent the flow from running at all unless that column is updated.
Why isn't my SharePoint Barcode column appearing in Power Automate dynamic content?
The Barcode column may be hidden by default. Go to your SharePoint List Settings, navigate to Information Management Policy Settings, select 'Item', and ensure the Barcode feature is enabled and exposed to make it selectable in Power Automate.
Can I use Power Apps to trigger the copying process directly instead of SharePoint list triggers?
Yes. You can link a button in Power Apps directly to a Power Automate flow using the 'PowerApps' trigger. You can then pass the necessary item ID and details as parameters to the flow to perform the copy action instantly upon clicking the button.
What happens if the data types in my SharePoint lists don't match?
If you try to map a text value from the Inventory list to a number or date column in the Transaction list, the Power Automate flow will fail during the 'Create item' step. Always ensure column configurations are identical between lists.
