🔹 Overview
Power Automate allows you to sync data between different applications seamlessly, ensuring that information stays updated across multiple systems. Whether you need to sync SharePoint, Excel, Dataverse, Dynamics 365, SQL, or third-party apps like Google Drive and Salesforce, Power Automate provides connectors and automation workflows to keep everything in sync.
1️⃣ Benefits of Syncing Data with Power Automate
Eliminate Manual Data Entry – Reduce errors and save time by automating data updates.
Real-Time Synchronization – Ensure consistency between different apps and databases.
Multi-App Connectivity – Sync data across Microsoft 365, cloud apps, and on-premises systems.
Custom Scheduling – Sync data instantly, periodically, or on-demand.
Enhance Productivity – Automate business processes without requiring complex coding.
2️⃣ Setting Up Power Automate for Data Syncing
Requirements
✔ Power Automate License (available in Microsoft 365 plans or as a standalone service)
✔ Connected Apps (e.g., SharePoint, SQL Server, Salesforce, Dynamics 365)
✔ API Access (for third-party app integration via HTTP requests)
Steps to Create a Data Sync Flow
1️⃣ Go to Power Automate
2️⃣ Click “Create” → Choose “Automated cloud flow”
3️⃣ Select a Trigger (e.g., “When an item is created in SharePoint”)
4️⃣ Choose an Action to sync data to another system (e.g., “Create a record in Dataverse”)
5️⃣ Add Conditions or Filters (if needed, to avoid duplicate data)
6️⃣ Save and Test the Flow
Example: Automatically update a SQL database when a new record is added to SharePoint.
3️⃣ Common Power Automate Triggers for Data Syncing
| Trigger Name | When It Runs | Example Use Case |
|---|---|---|
| When an item is created or modified in SharePoint | New or updated item in a list | Sync customer data with Dynamics 365 |
| When a row is added to Dataverse | New record in Dataverse | Sync order details with an external system |
| When a new record is added in SQL Server | New entry in a database table | Update an Excel file with latest data |
| When an event is created in Outlook | A calendar event is added | Sync event details with Google Calendar |
| When a file is uploaded to OneDrive | New file appears in OneDrive | Sync files to Google Drive automatically |
Example:
Trigger: “When an item is created in SharePoint”
Flow: Add a new customer entry to Salesforce automatically.
4️⃣ Power Automate Actions for Data Syncing
| Action Name | Purpose | Example Use Case |
|---|---|---|
| Create item | Add new data to a system | Create a task in Planner when a new row is added in Excel |
| Update item | Modify existing records | Update customer status in Dataverse when an order is completed |
| Delete item | Remove outdated records | Auto-delete old CRM leads from a database |
| Get items | Retrieve multiple records | Fetch data from SharePoint to sync with an external app |
| Create row in Dataverse | Add records to Dataverse | Log form responses in Dataverse from Power Apps |
| Insert row in SQL Server | Add data to an SQL database | Sync website form submissions to an SQL table |
| Send HTTP request | Call an external API for data sync | Sync data from a third-party app to SharePoint |
Example:
Action: “Update row in SQL Server”
Flow: Sync customer details from Microsoft Forms to an SQL database.
5️⃣ Example Use Cases of Data Syncing with Power Automate
Example 1: Syncing SharePoint and SQL Server
Scenario: Keep SharePoint list data synchronized with an SQL database.
1️⃣ Trigger: When an item is created or modified in a SharePoint list
2️⃣ Action: Insert or update a row in SQL Server
3️⃣ Action: Send a Teams notification for critical updates
Use Case: Automating database updates for HR, finance, and inventory systems.
Example 2: Syncing Microsoft Excel with Dataverse
Scenario: When a new row is added to an Excel sheet, update a Dataverse table.
1️⃣ Trigger: When a row is added in an Excel table (stored in OneDrive or SharePoint)
2️⃣ Action: Create a new record in Dataverse
3️⃣ Condition: If the record already exists, update it instead of creating a duplicate
Use Case: Sync customer or employee data between Excel and Dataverse.
Example 3: Syncing Outlook Calendar with Google Calendar
Scenario: Sync Outlook Calendar events with Google Calendar.
1️⃣ Trigger: When a new event is created in Outlook
2️⃣ Action: Create a corresponding event in Google Calendar
3️⃣ Action: Send a confirmation email
Use Case: Ensure all meetings appear in both Outlook and Google Calendar.
Example 4: Syncing PowerApps Data with Salesforce
Scenario: Capture data from Power Apps and sync it to Salesforce CRM.
1️⃣ Trigger: When a new record is created in Power Apps
2️⃣ Action: Create a new contact in Salesforce
3️⃣ Action: Send an email notification to the sales team
Use Case: Ensure sales teams have real-time access to lead data.