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How to Create a Power Automate Flow to Refresh Microsoft Lists Data

Algirdas Jasaitis Oct 10, 2026 869 views

Question details

The user needs to set up a scheduled Power Automate automation to systematically refresh items in Microsoft Lists every six hours so that date calculations update before data is exported to Power BI.

How to Create a Power Automate Flow to Refresh Microsoft Lists Data

Product: Microsoft Power Automate / Microsoft Lists
Device & OS: not provided
Scenario: Automating regular data refreshes for Microsoft Lists to ensure accurate and up-to-date information in Power BI reporting.
Observed behavior: Formulas and date calculations in Microsoft Lists do not update dynamically; they remain static until individual list items are manually refreshed or modified.

Before you start

Ensure you have an active Microsoft Power Automate license, proper editing permissions for the target Microsoft List, and that your list formulas are designed to recalculate upon item updates.

Solution 1Recommended

Create a Scheduled Power Automate Cloud Flow

Configure a recurring automated flow to retrieve all list items and update them, thereby forcing the static formulas to recalculate every six hours.

Because Microsoft Lists only triggers a formula recalculation when an item is modified, we can simulate this by fetching the list items and using an 'Update item' action to refresh them automatically.

Initialize a Scheduled Cloud Flow

Log into Power Automate, click on 'Create' in the left sidebar, and select 'Scheduled cloud flow'. Name your flow and set the recurrence interval to every 6 hours.

Retrieve Microsoft Lists Items

Add a new action and search for the SharePoint connector. Select 'Get items', then input the Site Address and List Name corresponding to your target Microsoft List.

Apply Updates to Trigger Recalculation

Add a new action and select 'Update item' (SharePoint). Power Automate will automatically wrap this inside an 'Apply to each' loop. Map the required fields (like ID and Title) using dynamic content from the 'Get items' step to write the values back and trigger the formula refresh.

Create a Scheduled Power Automate Cloud Flow

Advanced Design Support: If you encounter complex validation rules or require specialized flow architecture for large lists, consider posting your scenario in the official Microsoft Power Automate Community for expert guidance.

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Frequently Asked Questions

Why do Microsoft Lists calculated columns not update automatically?

Calculated columns in Microsoft Lists are designed to process and save their values only when the item is created or actively modified. They do not poll the server to update dynamically based on the current date or time.

Can I trigger this Power Automate flow directly from Power BI?

Yes, you can integrate Power Automate into a Power BI report by using the Power Automate custom visual. This allows end-users to manually trigger the data refresh flow by clicking a button directly on the dashboard.

Will updating items using a flow change the 'Modified By' field?

Yes, using the standard 'Update item' action will change the 'Modified' date to the flow execution time and update 'Modified By' to the account running the flow connection. This is necessary to trigger the formula recalculation.

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