SharePoint Document Issues

How to Create a PDF for Each SharePoint List Item with Power Automate

Tauseeq Magsi Oct 1, 2026 869 views

Question details

The user wants to generate an individual PDF document for every item in a SharePoint list and automatically populate employee details based on an entered employee ID.

How to Create a PDF for Each SharePoint List Item Using Power Automate

Product: SharePoint and Power Automate
Device & OS: not provided
Scenario: Automating document generation from SharePoint list data using Power Automate.
Observed behavior: Users need to extract SharePoint list columns into a PDF template and ensure dynamic values populate correctly without HTML conflicts or missing data.

Before you start

Ensure you have edit permissions for the target SharePoint list and verify that your Power Automate account has access to the OneDrive for Business connector for PDF conversion.

Solution 1Recommended

Build a Power Automate Flow to Generate PDFs and Populate Data

Use the 'Get items' action combined with an 'Apply to each' loop to map SharePoint list data into a template before converting it to a PDF.

This method iterates through your SharePoint list, extracts the necessary employee data using dynamic content, formats it, and automatically converts the output into a PDF file saved back to your SharePoint library.

Retrieve SharePoint Items

Open Power Automate, create an automated or manual flow, and add the 'Get items' action. Select your target SharePoint Site Address and List Name.

Process Each Item

Add an 'Apply to each' control. In the output field, select 'value' from the dynamic content of the previous 'Get items' step.

Fetch Employee Details

Inside the loop, add a 'Get item' action (or lookup) to match the entered Employee ID and retrieve associated details like job title and address.

Create the Document Content

Use the 'Create HTML file' action or 'Populate a Microsoft Word template' action to insert the dynamic content retrieved from the list items into your desired layout.

Convert and Save as PDF

Use the 'Convert file' action (via OneDrive for Business) to transform the generated file into a PDF. Finally, use 'Create file' in SharePoint to save the generated PDF into a document library.

Build a Power Automate Flow to Generate PDFs and Populate Data

Troubleshooting HTML Content: If dynamic values are missing in the final PDF, verify that your HTML template tags are formatted correctly and are not unintentionally blocking or hiding the inserted dynamic values.

Solution 2

Auto-Populate Details Using SharePoint Lookup Columns

Instead of relying entirely on the flow to match data, configure your SharePoint list with Lookup columns to automatically pull employee information when an ID is selected.

Free Microsoft Office alternative

View and Edit Exported PDFs Seamlessly with WPS Office

While Power Automate handles automated PDF generation from SharePoint, you might need to view, annotate, or merge these PDFs locally. WPS Office offers a lightweight, highly compatible, and feature-rich suite to manage your exported documents effortlessly.

1. Open the Exported PDF: Download the generated PDF from SharePoint and open it directly in WPS Office.
2. Edit and Annotate: Navigate to the 'PDF' tab in WPS Office to add highlights, comments, or digital signatures to the document.
3. Save and Share: Save your modifications locally or export the finalized PDF to share with your team seamlessly.

Free and lightweight office suite for Windows, Mac, and Linux.Built-in PDF editor to easily view, annotate, sign, and merge generated documents.High compatibility with Microsoft Word, Excel, and PowerPoint formats.Familiar user interface ensuring a seamless migration from Microsoft Office.

Frequently Asked Questions

Why are my dynamic values blank in the generated PDF?

This usually happens if the HTML template has structural errors, or if the 'Get items' action is not pulling the required columns due to view limitations. Ensure the columns aren't hidden and verify your HTML tags.

Can I trigger this flow only for specific list items?

Yes, you can add an OData Filter Query in the 'Get items' action settings in Power Automate to retrieve only items matching specific criteria, such as a specific Employee ID or an 'Approved' status.

Do I need a premium Power Automate connector to create PDFs?

Converting basic HTML or Word documents to PDF usually requires the 'OneDrive for Business' connector, which is standard. However, complex conversions may require third-party premium connectors depending on your chosen method.

Document & File Issues