How to Get All SharePoint List Items in Power Automate?

Have you ever used Power Automate ‘Get items’ action for a flow? Then, dive into this tutorial! In this tutorial, I will explain the Power Automate ‘Get items’ flow action and its parameters. Along with this, I will also discuss how to get all SharePoint list items in Power Automate.

Power Automate ‘Get items’ flow action retrieves all the items in a SharePoint list with all the columns and their values, where we can also filter the list items by using filter conditions and parameters in it.

Power Automate Get Items Flow Action

Microsoft Power Automate ‘Get items’ flow action retrieves all the items in a SharePoint list with all the columns and their values. This can be found under standard connectors.

The ‘Get items’ action shares similarities with the ‘Get files’ flow action, as both possess the same capabilities. However, it’s important to note that ‘Get items’ functions with SharePoint lists, whereas ‘Get files’ is limited to SharePoint libraries.

Parameters of Power Automate’s ‘Get items’ flow action:

  1. Site Address: Select the SharePoint site address where the list is present.
  2. List Name: Under a SharePoint site, choose a specific list from where to fetch the information.
  3. Limit Entries to Folder: This option allows us to choose a particular folder within the SharePoint list to extract the list items. By default, this flow action will retrieve all the items within the SharePoint list.
  4. Include Nested Items: Since the folders in SharePoint also contain subfolders, with this option, it can retrieve all the information in the subfolders of that selected folder, ignoring all the other folders.
  5. Filter Query: This will be useful to filter all the SharePoint list items that can be returned in a Power Automate flow based on the filter query conditions.
  6. Order By: This property will be helpful without manually sorting SharePoint list items into ascending or descending based on the column.
  7. Top Count: It will return the number of items we specified from the SharePoint list or the number of existing records until 100. By default, Power Automate returns 100 items from the SharePoint list.
  8. Limit Columns by View: This property is helpful to work with a specific set of columns by selecting the list views. By default, the ‘Get items’ action will retrieve all the columns that are presented in a SharePoint list.
Limitation: In the Power Automate 'Get items' flow action, we can increase the item limit upto 5,000 threshold limit of list views. If the item limit is beyond 5000, it fails the Power Automate flow.
For this case, we have to enable 'Pagination' option in the settings of 'Get items' flow action.
Power Automate Get items flow action

Get All SharePoint List Items using Power Automate Get Items Action

I will show you how to get all the SharePoint list items using the Power Automate ‘Get Items’ flow action.

Let’s look at how to create a Power Automate flow to get items from the SharePoint list.

Follow the step-wise process:

1. Log into Power Automate with your Microsoft credentials. Then follow: Click on +Create -> Select ‘Instant cloud flow’ -> In the next window, Name the flow and choose trigger ‘Manually trigger a flow’ -> Click Create.

2. Below that, take a ‘Get items‘ flow action. Click the ‘Show advanced option’ and fill in the required details, like Site Address, List Name, etc., as shown in the screenshot below.

Power Automate get all items from sharepoint list

3. To display all the retrieved data from a Sharepoint list, add a ‘Create HTML table‘ to present the details in a tabular form.

  • From: Add the ‘Value’ from get items of dynamic content.
  • Columns: Select the Custom column from the drop-down.
HeaderValue
Enrollment Course
Full Name
Course Enrolling Date
Course Delivery
Course Price
Select values from the dynamic content of Get items.
Power Automate get items from sharepoint list view

4. The flow is ready, and we can Test it. For this, click Save and the test flow manually.

5. Since it is a manually triggered flow, it will retrieve all the list items based on the conditions and parameters provided in the ‘Get items’ flow action without adding a new item to the SharePoint list.

Power Automate get list items flow action

This is how to get all SharePoint list items by Power Automate get items flow action.

Conclusion

I hope you learned how to use the Get items Power Automate flow action. I have also explained how to get all SharePoint list items in Power Automate using the Get items flow action.

  • Power Automate ‘Get items’ flow action SharePoint list view.
  • Power Automate ‘Get items’ SharePoint list column limit.
  • Power Automate get Sharepoint list items to count.
  • Power Automate get Sharepoint list items order by.

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