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How to Use One SharePoint Site for Multiple Project Online Projects

Chanuka Geekiyanage Oct 8, 2026 869 views

Question details

The user wants to connect multiple Project Online projects to a single SharePoint site for centralized reporting of issues and risks, circumventing the default behavior of creating separate sites per project.

How to Use One SharePoint Site for Multiple Project Online Projects

Product: Project Online and SharePoint
Device & OS: not provided
Scenario: Managing multiple related projects or subprojects in PWA and needing a consolidated view of Issues, Risks, and Deliverables.
Observed behavior: Project Web App (PWA) standard settings restrict sharing one connected project site across multiple projects, forcing users to manage numerous separate SharePoint sites.

Before you start

Ensure you have site owner permissions in your SharePoint master project site and access to Microsoft Power Automate to create data synchronization workflows.

Solution 1Recommended

Use Power Automate to Synchronize Project Data to a Master Site

Create automated workflows to copy Issues, Risks, and Deliverables from individual project sites into a centralized SharePoint list on a master site.

Since native PWA settings do not support sharing a single project site across multiple projects, Power Automate serves as the best bridge. By setting up a synchronization flow, you can retain individual project sites in the background while centralizing all reporting data.

Create a centralized list

Navigate to your master project's SharePoint site and create master lists for Issues, Risks, and Deliverables. Add a custom column named 'Source Project' to help identify where each item originated.

Set up a Power Automate flow

Open Power Automate and create an automated cloud flow triggered by 'When an item is created' or 'When an item is modified' in the individual project's SharePoint list.

Map data to the master list

Add a 'Create item' or 'Update item' action targeting your master project site. Map the fields from the trigger output to the master list, ensuring you populate the 'Source Project' column with the subproject's name.

Use Power Automate to Synchronize Project Data to a Master Site

Handling Complex Workflows: For extensive portfolios with many subprojects, setting up individual flows might be tedious. Consider using site templates or consulting the Microsoft Power Automate Community for advanced loop and array processing solutions.

Solution 2

Track All Items Directly in the Master Project List

Bypass individual site synchronization by managing all project tracking directly within the master project's SharePoint site.

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Frequently Asked Questions

Can standard PWA settings link multiple projects to one SharePoint site?

No, by default, Project Web App (PWA) is designed to create or link a separate SharePoint site for each individual project. Natively sharing one site across multiple independent projects is not supported.

How do I identify which subproject an issue belongs to in a centralized list?

You should create a custom column (e.g., 'Project Name' or 'Subproject ID') in your centralized SharePoint list. If you are using Power Automate, you can configure the flow to automatically populate this column based on the source site.

Will tracking risks for 30+ projects in one list cause performance issues?

SharePoint lists can hold millions of items, so performance will not be an issue for standard project tracking. However, ensure you index your custom columns and create targeted views to prevent hitting the 5,000-item list view threshold limit.

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