SharePoint to SQL Sync

Overview

FlowLibs - SharePoint to SQL Sync is an intermediate-level integration flow that demonstrates cross-system data synchronization between SharePoint Online and SQL Server. When a SharePoint list item is modified, the flow retrieves the full item details, constructs a dynamic SQL UPDATE statement, executes it against the target SQL table, and — if no matching row exists — automatically inserts a new row. This upsert pattern ensures both systems stay in sync without manual intervention.

Use Case

Organizations often maintain data in both SharePoint (for business user collaboration) and SQL Server (for reporting, BI, or application backends). This flow bridges the gap by automatically propagating changes from SharePoint to SQL in near-real-time (1-minute polling). Common scenarios include: keeping a reporting database in sync with a SharePoint task list, mirroring project metadata from SharePoint to a SQL data warehouse, and maintaining a single source of truth across hybrid data architectures.

The flow is ideal for teams that:

• Keeping a reporting database in sync with a SharePoint task list
• Mirroring project metadata from SharePoint to a SQL data warehouse
• Maintaining a single source of truth across hybrid data architectures

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Deploy in your environment

Import the solution into your target environment, update the 5 environment variable values to match your tenant (SP site URL, list GUID, SQL server, database, table name), authorize the SharePoint and SQL Server connections, then turn on the flow.

Create the target SQL table

Run: CREATE TABLE [dbo].[SPSyncItems] ( SPItemId INT PRIMARY KEY, Title NVARCHAR(255), ModifiedDate DATETIME2, ModifiedBy NVARCHAR(255), SPItemVersion NVARCHAR(50) ); — adjust the table name to match flowlibs_SPtoSQLSyncTableName.

Sync additional SharePoint fields

Edit the 'Compose Update SQL' and 'Compose Insert SQL' actions to include additional SharePoint columns. Reference them using outputs('Get_Modified_Item_Details')?['body/{InternalFieldName}']. Add a matching column to the target SQL table.

Tune polling cadence

The SharePoint 'When an existing item is modified' trigger polls every 1 minute by default. Adjust the trigger's recurrence to lower SharePoint API pressure on large lists, or keep at 1 minute for near-real-time sync.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

replace(outputs('Get_Modified_Item_Details')?['body/Title'], '''', '''''')

concat('UPDATE ', variables('varSqlTableName'), ' SET ...')

first(body('Check_If_Row_Exists_in_SQL')?['resultsets']?['Table1'])?['RowCount']

UPDATE first, then SELECT COUNT(*); if 0 rows matched, INSERT.