How to Synchronize SharePoint Lists and Attachments with Power Automate
Question details
The user needs to synchronize items and attachments between two SharePoint lists using Power Automate when items are created or modified.
- Product
- Power Automate
- Device & OS
- not provided
- Scenario
- Automating the synchronization of records and attachments from a source SharePoint list to a destination list to maintain updated data.
- Observed behavior
- Requires automated flows to copy qualifying list items, map corresponding data columns, and replace outdated attachments on the destination list.
Ensure you have adequate permission levels to create Power Automate flows and edit both the source and destination SharePoint lists. It is highly recommended to create a custom 'Sync' column in your source list to easily filter which items should trigger the flow.
Set Up Separate Flows for Item Creation and Updates
Using dedicated flows for creating and modifying items ensures stable synchronization of list data, mappings, and file attachments without logical conflicts.
Separating the creation and update logic into two distinct Power Automate flows provides better error handling and cleaner conditions, especially when handling complex attachment synchronizations.
In Power Automate, create a new flow starting with the 'When an item is created' trigger for your source SharePoint list. Add a 'Create item' action pointing to your destination list and map the required dynamic columns from the source to the destination.
Add a 'Condition' step immediately after the trigger. Configure it to check your custom Sync column (e.g., 'Sync Status' equals 'Sync'). Place the subsequent actions in the 'If yes' branch so only qualifying items are copied.
Create a second flow using the 'When an item is created or modified' trigger. Use a 'Get items' action on the destination list with an OData filter query to match the original item's unique identifier (like the source Item ID), then use the 'Update item' action to apply the new values.
Within the update flow, add a 'Get attachments' action for the source item. Next, use the 'Delete attachment' action to remove any existing, outdated attachments on the destination item, followed by the 'Add attachment' action to upload the newly retrieved source files.
Manage Exported SharePoint Data Easily with WPS Office
While Power Automate handles your SharePoint list synchronizations in the background, you may frequently need to export list data to spreadsheets for reporting or analysis. WPS Office provides a lightweight, free, and highly compatible productivity suite to edit your exported SharePoint CSVs and documents seamlessly.
Frequently Asked Questions
How do I prevent Power Automate from synchronizing specific list items?
You can add a 'Condition' control directly after your flow's trigger. Set the condition to evaluate a specific column, such as a 'Sync Status' choice field. Configure the flow actions to execute only if the condition evaluates to true (e.g., 'Sync Status' is equal to 'Yes').
Will synchronizing attachments cause duplicate files on the destination list?
It will cause duplicates if you continuously add attachments on modifications without clearing the old ones. Always include the 'Get attachments' (destination) and 'Delete attachment' actions in your update flow to clear out previous files before using the 'Add attachment' action with the latest source files.
Can I map custom columns between the source and destination SharePoint lists?
Yes. When configuring the 'Create item' or 'Update item' actions for the destination list, Power Automate displays all available columns. You can click into each destination field and select the corresponding dynamic content from the source list's trigger outputs.
