SharePoint List Example

In this guide, we'll cover creating a flow to automatically add monday.com items to a SharePoint list. We will also cover updating the SharePoint list item when the monday.com item is updated.

Prerequisites

1. A SharePoint list with the necessary columns to store the monday.com item data.
2. The "monday" connector added to Power Automate (Getting Started Guide)
3. A monday.com board with the necessary columns to store the SharePoint list data.

Adding a monday.com item to a SharePoint list

For this flow, we will be creating a flow in Power Automate that triggers when a new item is created in monday.com. When this trigger occurs, it will add the item to a SharePoint list.

It will also update the item in monday.com with the ID of the SharePoint item, which can be used later for updating the item in SharePoint when the item is updated in monday.com.

Example Scenario

A new item is added to the Customers board in monday.com:

The flow will add the item to the "Customers" SharePoint list:

It will then update the item in monday.com with the SharePoint item ID, which will later be used to update the item in SharePoint when the item is updated in monday.com:

Instructions

Below is an example of what the creation flow will look like once we're done creating it:

1. The first step is to add the monday "When an item is created" trigger. This trigger will execute when a new item is created in monday.com. Select the workspace and board you want to monitor for new items.

2. Add a Delay action to give the item time to be created in monday.com. This is necessary to ensure the item is fully created before we try to add it to the SharePoint list.

3. Add the monday "Get an item by ID" action. This action will be used to fetch the previously created item, which will contain all the supported item's columns. Click into the Item ID input, which will bring up the "Dynamic content" window. Select the "Item ID" field from the "When an item is created" section in the "Dynamic content" window. Then select the workspace and board that the item is created in (these should match what was selected in the "When an item is created" trigger).

4. Add the SharePoint "Create item" action. This action will add the item to the SharePoint list. Select the site address and list name where you want to add the item. Fill out the fields from monday.com that you want added to the SharePoint list item with the dynamic content from the "Get an item by ID" action.

5. [Optional] If you want to also be able to update SharePoint list items when the monday.com items are updated, follow the instructions in this step.

First, add a "SharePoint Item ID" column to your monday.com board. This column will be used to store the IDs of any newly created items in SharePoint, so we know which ones to update later when an item changes. This column must be of type "Number".

Then add a monday "Update an item's column value" action to your Power Automate flow. This action will update the item in monday.com with the ID of the item in the SharePoint list. This ID can be used later to update the item in SharePoint when the item is updated in monday.com.

• For the Workspace/Board, select the same workspace and board you used in the "When an item is created" trigger.
• For the "Column" field, select your "SharePoint Item ID" column you previously created.
• For the "Item ID" field, select the "Item ID" dynamic content from the "When an item is created" trigger.
• For the "SharePoint Item ID" field, select the "ID" dynamic content from the SharePoint "Create item" action.

Now, you have successfully created a flow that adds items from monday.com to a SharePoint list. You can now test the flow by creating an item in monday.com and checking if it shows up in the SharePoint list.

Updating a SharePoint list item when a monday.com item is updated

In this section, we will create a flow that updates a SharePoint list item when a monday.com item's column is updated.

Before following the steps below, make sure you have completed the steps above (Adding a monday.com item to a SharePoint list) to add a monday.com item to a SharePoint list, especially step 5.

Below is an example of what the flow will look like once we're done creating it:

1. Add the monday "When any column changes" trigger and select your workspace/board (the same one you used in the item creation flow above).

2. Add the SharePoint "Update item" action to the flow. This will update the SharePoint list item with the monday.com item's data.

• For the ID, use dynamic content to add the "SharePoint Item ID" column (the one created in step 5 of the creation flow above) from the output of the "When any column changes" trigger.
• Add the fields from the monday.com item (from the output of the "When any column changes" trigger) to the SharePoint fields. You may need to click the "Show all" button next to the "Advanced parameters" section in the action to view these fields.

Once you've created this flow, items changed in monday.com will update items in your SharePoint list.

Note: The item name will not update correctly, since the "When any columns change" trigger only captures column changes and not item name changes. To capture item name changes, follow the steps in the below section.

Capturing item name changes to update a SharePoint list

Since the update flow above does not capture item name changes, we need to create a separate flow to do this. Before getting started, make sure you've followed the above Adding a monday.com item to a SharePoint list guide first.

Below is an example of the final flow:

1. Add a monday "When an item's name changes" trigger to your flow. This will run the flow when an item's name changes in the specified workspace/board.

2. Add the SharePoint "Update item" action to the flow. This will update the SharePoint list item with the new item name.

• For the ID, use dynamic content to add the "SharePoint Item ID" column (the one created in step 5 of the creation flow above) from the output of the "When an item's name changes" trigger.
• For the "Title" field, use the dynamic content from the "When an item's name changes" trigger to get the new item name. You will need to click the "Show all" button next to the "Advanced parameters" section in the action to view this field.

Once you've created this flow, when the item name changes in monday.com, the item in the SharePoint list will be updated with the new name.

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