How to Create SharePoint Items with Power Automate Desktop

Overview

Power Automate Desktop is a great way to automate many of your daily task so you can focus on real work. A prime example of this is getting data from one place to another, especially when those data sources do not have an API such as a legacy desktop application or a file.

In this example I demonstrate several ways in which an Excel sheet containing fictitious customer data could be loaded into a SharePoint list. In order to do this I first generated some fake data for my customers using Mockaroo.

I then created a new SharePoint list and added some columns to match my spreadsheet.

Methods

My original plan was to just use the PAD recorder, which I did, but after creating that Flow I decided to find other possible ways to accomplish the task. The list below is not a complete list but should provide some ideas. The flexibility of PAD allows for an even wider range of possibilities for carrying out tasks such as these.

At the end of each section I have placed the source for each of these Flows. If you copy the code you can then right click on PAD designer action area and select paste. The code you copy will be automatically converted to actions. This is a great way to get started.

• Screen Recording
• SharePoint REST API
• Powershell PnP
• SharePoint Connector for PAD - FUTURE

Screen Recording

The first way for creating a SharePoint item I will cover is using the screen recorder. The video below demonstrates how I used the PAD recorder to open the SharePoint site and create a new item. I was then able to utilize that record with my PAD designer and drag-and-drop the other activities needed for adding the Excel data in.

Record Creating SharePoint Item

One issue i did run into while building this automation was that after the first record creation the validation on the SharePoint create screen always said that my required field were not filled in even though they were. To work around this I added a Browser Reload Web Page action at the start of each loop to reload the SharePoint list url.

This is the final result for the recording method.

If you copy the code below you can paste it into the Power Automate Desktop design surface to get started.

Excel.LaunchExcel.LaunchAndOpen Path: $'''C:\\Files\\Desktop\\MOCK_CLIENT_DATA.xlsx''' Visible: True ReadOnly: False LoadAddInsAndMacros: False Instance=> ExcelInstance
@@timestamp: '01/27/2022 02:14:39'
@@source: 'Recorder'
@@culture: 'en-US'
WebAutomation.LaunchEdge.LaunchEdge Url: 'https://yoursharepoint.sharepoint.com/sites/Clients/Lists/Client%20Contacts/AllItems.aspx' BrowserInstance=> Browser
Excel.GetFirstFreeColumnRow Instance: ExcelInstance FirstFreeColumn=> FirstFreeColumn FirstFreeRow=> FirstFreeRow
Excel.ReadFromExcel.ReadCells Instance: ExcelInstance StartColumn: 1 StartRow: 2 EndColumn: FirstFreeColumn - 1 EndRow: FirstFreeRow - 1 ReadAsText: False FirstLineIsHeader: False RangeValue=> ExcelData
LOOP FOREACH CurrentItem IN ExcelData
    WebAutomation.GoToWebPage.ReloadWebPage BrowserInstance: Browser
    @@timestamp: '01/27/2022 02:16:24'
    @@source: 'Recorder'
    @@culture: 'en-US'
    WebAutomation.Click.Click BrowserInstance: Browser Control: appmask['Recording']['span']
    WebAutomation.PopulateTextField.PopulateTextField BrowserInstance: Browser Control: appmask['Recording']['input'] Text: CurrentItem[1] EmulateTyping: True UnfocusAfterPopulate: False Mode: WebAutomation.PopulateTextMode.Replace
    WebAutomation.PopulateTextField.PopulateTextField BrowserInstance: Browser Control: appmask['Recording']['input 2'] Text: CurrentItem[2] EmulateTyping: True UnfocusAfterPopulate: False Mode: WebAutomation.PopulateTextMode.Replace
    WebAutomation.PopulateTextField.PopulateTextField BrowserInstance: Browser Control: appmask['Recording']['input 3'] Text: $'''WR - %CurrentItem[3]%''' EmulateTyping: True UnfocusAfterPopulate: False Mode: WebAutomation.PopulateTextMode.Replace
    WebAutomation.PopulateTextField.PopulateTextField BrowserInstance: Browser Control: appmask['Recording']['input 4'] Text: CurrentItem[4] EmulateTyping: True UnfocusAfterPopulate: False Mode: WebAutomation.PopulateTextMode.Replace
    WebAutomation.PopulateTextField.PopulateTextField BrowserInstance: Browser Control: appmask['Recording']['input 5'] Text: CurrentItem[5] EmulateTyping: True UnfocusAfterPopulate: False Mode: WebAutomation.PopulateTextMode.Replace
    @@timestamp: '01/27/2022 02:16:38'
    @@source: 'Recorder'
    @@culture: 'en-US'
    WebAutomation.Click.Click BrowserInstance: Browser Control: appmask['Recording']['span 2']
END
Excel.CloseExcel.Close Instance: ExcelInstance
WebAutomation.CloseWebBrowser BrowserInstance: Browser

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              "CustomSelector": "html > body > div:eq(0) > div > div:eq(1) > div:eq(0) > div:eq(1) > div:eq(2) > div > div:eq(1) > div:eq(1) > div:eq(1) > div:eq(0) > div > div > div > div > div > div > div:eq(0) > div:eq(0) > button > span > span > span",
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SharePoint REST API

The SharePoint REST API offers a huge amount of capabilities for carrying out actions within SharePoint. In order to utilize them within Power Automate Desktop we can use the Invoke web service action. In order to utilize the web service it must have the proper authentication information sent along with it. The authentication mechanism will consist of a service principal, within SharePoint there are two options for doing this. The first is App-only authentication which can be configured through the use of SharePoint pages and is detailed here. Additionally, you can utilize AD-only authentication which is newer and preferred for SharePoint Only but does not work in SharePoint On-Premise. For the scenario I choose to utilize the App-Only method due to the greater simplicity in setting it up and the ability for it to function Online and On-Premise.

Create a Service Principal

Creating the service principal and configuring it’s permissions are well documented at Setting up an app-only principal with tenant permissions

After you have created the service principal you may also need to ensure that app-only authentication is not disabled. The is detailed in the next section.

Enable Tenant for App-Only Access

Newer tenants may App-only access disabled. In order to enable you will need to update the setting for the SharePoint tenant. This can be done though the use of the SharePoint PnP PowerShell Cmdlets.

In order to install PnP and authorize it run the following commands.

Install-Module -Name Microsoft.Online.SharePoint.PowerShell
Install-Module -Name PnP.PowerShell
Register-PnPManagementShellAccess

The Register-PnPManagementShellAccess will open a web browser where you will need to authorize the managment shell app. When this screen appears click the Accept button. You can also choose if you have the proper rights to authorize this connection for your entire organization.

Now you are ready to update the property which will allow for App-Only authentication. After you run these commands it can take some time for it to propagate, so go grab some coffee or drink of your choice.

Connect-PnPOnline -Url https://yoursharepoint.sharepoint.com
Set-PnPTenant -DisableCustomAppAuthentication $false

Now that our authentication mechanism is all ready we will add in the first Invoke web service call which will return the bearer token we need for subsequent calls. To generate the data needed for the URL and the Request Body of the message I have created a PowerShell script which will generate these values for you by just putting in the SharePoint site url.

PowerShell to generate URL and Request Body for SharePoint authentication

Next parse the JSON returned from the authentication call so that we can easily retrieve the bearer token.

Now we can use the Invoke web service to call a post method that will create our new item. You can see in the custom headers section where we utilized the output of the authentication call to pass our bearer token. Additional information on how to generate the Request body when working with the SharePoint REST API can be found here: Working with lists and list items with REST

Also, you will need the content type for the SharePoint list item. There are several ways to do this but the easiest I find it using a browser windows that is already authenticated to the SharePoint site and entering the following url to call the web API. Make sure you update the url to match your specific SharePoint site location and List name.

https://yoursharepoint.sharepoint.com/sites/Clients/_api/web/lists/GetByTitle('Client Contacts')/items?$select=ContentType/Name

After the data is returned just search for “SP.Data” and you will be able to see the content type(s) for the list.

Here is Invoke web service action I used to generate list items.

This is the final result for the web service call method.

If you copy the code below you can paste it into the Power Automate Desktop design surface to get started.

Excel.LaunchExcel.LaunchAndOpen Path: $'''C:\\Files\\Desktop\\MOCK_CLIENT_DATA.xlsx''' Visible: True ReadOnly: False LoadAddInsAndMacros: False Instance=> ExcelInstance
Excel.GetFirstFreeColumnRow Instance: ExcelInstance FirstFreeColumn=> FirstFreeColumn FirstFreeRow=> FirstFreeRow
Excel.ReadFromExcel.ReadCells Instance: ExcelInstance StartColumn: 1 StartRow: 2 EndColumn: FirstFreeColumn - 1 EndRow: FirstFreeRow - 1 ReadAsText: False FirstLineIsHeader: False RangeValue=> ExcelData
Web.InvokeWebService.InvokeWebService Url: $'''https://accounts.accesscontrol.windows.net/ef0ff4be-5248-4843-9746-4bd7b801fc2b/tokens/OAuth/2''' Method: Web.Method.Post Accept: $'''application/json''' ContentType: $'''application/x-www-form-urlencoded''' RequestBody: $'''
client_id=2c2aa580-ef50-46ba-aeeb-289e03584fc3@ef0ff4be-5248-4843-9746-4bd7b801fc2b
&grant_type=client_credentials
&resource=00000004-0000-0aa2-cc00-000000000000/yoursharepoint.sharepoint.com@ef0ff4be-5248-4843-9746-4bd7b801fc2b
&client_secret=H1pp6FxAK3jeJu/Tjtugb5sUc7ab+5O14mDmvvTR83i=
''' ConnectionTimeout: 30 FollowRedirection: False ClearCookies: False FailOnErrorStatus: False EncodeRequestBody: False UserAgent: $'''Mozilla/5.0 (Windows; U; Windows NT 5.1; en-US; rv:1.8.1.21) Gecko/20100312 Firefox/3.6''' Encoding: Web.Encoding.AutoDetect AcceptUntrustedCertificates: False ResponseHeaders=> WebServiceResponseHeaders2 Response=> WebServiceResponse2 StatusCode=> StatusCode2
Variables.ConvertJsonToCustomObject Json: WebServiceResponse2 CustomObject=> JsonAsCustomObject
LOOP FOREACH CurrentItem IN ExcelData
    Web.InvokeWebService.InvokeWebService Url: $'''https://yoursharepoint.sharepoint.com/sites/Clients/_api/web/lists/GetByTitle(\'Client Contacts\')/items''' Method: Web.Method.Post Accept: $'''application/json;odata=verbose''' ContentType: $'''application/json;odata=verbose''' CustomHeaders: $'''Authorization: %JsonAsCustomObject.token_type% %JsonAsCustomObject.access_token%''' RequestBody: $'''{
  \"__metadata\": {
    \"type\": \"SP.Data.Client_x0020_ContactsListItem\"
  },
  \"FirstName\": \"%CurrentItem[1]%\",
\"Title\" : \"%CurrentItem[2]%\",
\"Company\" : \"WS - %CurrentItem[3]%\",
\"Email\" : \"%CurrentItem[4]%\",
\"Phone\": \"%CurrentItem[5]%\"
}''' ConnectionTimeout: 30 FollowRedirection: True ClearCookies: False FailOnErrorStatus: False EncodeRequestBody: False UserAgent: $'''Mozilla/5.0 (Windows; U; Windows NT 5.1; en-US; rv:1.8.1.21) Gecko/20100312 Firefox/3.6''' Encoding: Web.Encoding.AutoDetect AcceptUntrustedCertificates: False ResponseHeaders=> WebServiceResponseHeaders Response=> WebServiceResponse StatusCode=> StatusCode
END
Excel.CloseExcel.Close Instance: ExcelInstance
SET NumberOfClients TO ExcelData.RowsCount

Powershell PnP

Install SharePoint PnP

Open PowerShell and run the following commands.

Install-Module -Name PnP.PowerShell
Register-PnPManagementShellAccess

The Register-PnPManagementShellAccess will open a web browser where you will need to authorize the managment shell app. When this screen appears click the Accept button. You can also choose if you have the proper rights to authorize this connection for your entire organization.

In order for the PowerShell script to authenticate to SharePoint we can utilize the PnP module to save the credential to the machine within the Windows Credential Manager. For more information on this go here: How to use the Windows Credential Manager to ease authentication with PnP PowerShell

This command will store the credential for the SharePoint site so that the PowerShell script can access them.

Add-PnPStoredCredential -Name https://yoursharepoint.sharepoint.com -Username youraccount@yourtenant.onmicrosoft.com -Password (ConvertTo-SecureString -String "YourPassword" -AsPlainText -Force)

This is the final result for the PowerShell method.

If you copy the code below you can paste it into the Power Automate Desktop design surface to get started.

Excel.LaunchExcel.LaunchAndOpen Path: $'''C:\\files\\Desktop\\MOCK_CLIENT_DATA.xlsx''' Visible: True ReadOnly: False LoadAddInsAndMacros: False Instance=> ExcelInstance
Excel.GetFirstFreeColumnRow Instance: ExcelInstance FirstFreeColumn=> FirstFreeColumn FirstFreeRow=> FirstFreeRow
Excel.ReadFromExcel.ReadCells Instance: ExcelInstance StartColumn: 1 StartRow: 2 EndColumn: FirstFreeColumn - 1 EndRow: FirstFreeRow - 1 ReadAsText: False FirstLineIsHeader: False RangeValue=> ExcelData
SET PowerShellScript TO $'''Connect-PnPOnline -Url https://yoursharepoint.sharepoint.com/sites/Clients'''
LOOP FOREACH CurrentItem IN ExcelData
    Text.AppendLine Text: PowerShellScript LineToAppend: $'''Add-PnPListItem -List \"Client Contacts\" -ContentType \"SP.Data.Client_x0020_ContactsListItem\" -Values @{\"Title\" = \"%CurrentItem[2]%\"; \"FirstName\" =\"%CurrentItem[1]%\"; \"Company\" = \"PS - %CurrentItem[3]%\"; \"Email\" = \"%CurrentItem[4]%\"; \"Phone\" = \"%CurrentItem[5]%\"}''' Result=> Result
    SET PowerShellScript TO Result
END
Scripting.RunPowershellScript Script: PowerShellScript ScriptOutput=> PowershellOutput ScriptError=> ScriptError
Excel.CloseExcel.Close Instance: ExcelInstance
SET NumberOfClients TO ExcelData.RowsCount

SharePoint Connector for PAD

The FY22 Realese Wave 1 plans show plans for a dedicated SharePoint connector within Power Automate Desktop. Once this is released there will be even another way to connect!

SharePoint connector in Power Automate for desktop