Power Automate

This post covers how to configure a Power Automate Flow to get items from a SharePoint list at maximum speed. Super useful if you have an interactive process and you do not want to keep users waiting.

This post is part of a three part series of blog posts, before proceeding please read this post which describes the objectives, pros and cons of each method. It also provides links to the exported flows and sample data which I used to build the flows:

The many ways to retrieve more than 5,000 items from a SharePoint list using Power Automate

If you have not used a parallel branch before, this blog post is worth reading.

Before getting into the technicalities, have a look at the complete flow. If you have already built the more SharePoint API version detailed in this post, it will make sense.

General Premise

This flow retrieves the SharePoint items using the same method as the flow provided in this post. But the work of collecting data from SharePoint is split over four parallel branches, which execute at the same time. Instead of waiting for a single batch of 5,000 to be collected before proceeding to get the next batch.

Changes from the SharePoint API Flow

Several changes were made to the SharePoint API flow:

Variable Declarations

There are some extra values declared and defined at the start of the flow which control how the four branches choose which section of data to return:

Get the Lowest ID from the SharePoint list using the REST API

The lowest ID from the list is retrieved using the HTTP request to SharePoint action and uses the following code:

_api/Web/Lists/GetByTitle('5000 Item Test')/Items?$select=ID&$filter=ID gt 0&$top=1&$orderby=ID asc

Get the Highest ID from SharePoint list using the REST API

Same as the above flow step, but repeated to get the highest ID, uses the following code:

_api/Web/Lists/GetByTitle('5000 Item Test')/Items?$select=ID&$filter=ID gt 0&$top=1&$orderby=ID desc

Gets the Total Item count from the SharePoint List using the REST API

The total item count of the list is returned by using the ItemCount method of the SharePoint API:

_api/Web/Lists/GetByTitle('5000 Item Test')/ItemCount

Declare the control variables for each parallel branch

Because there are four parallel threads, all of the variables which operate within each branch are declared four times.

In the previous example, there was a single integer, array and boolean variable to control the do until loop that was retrieving SharePoint data. Now those variables need to be declared for each parallel branch:

The main control block for the Parallel Branches

In the control block for the parallel branches, a compose action is used to divide the total item count by four to determine the amount of data each branch should retrieve:

div(variables('itemCount'),4)

The control mechanism for the do until loops was modified to be more efficient, by changing the step which checks if there were no results from SharePoint

if(
	empty(body('HTTP_to_SharePoint_to_get_First_Quarter_of_Results').value),true,
	if (
		less(length(body('HTTP_to_SharePoint_to_get_First_Quarter_of_Results').value), 5000),true,false
	)
	
)

This removes an iteration of the loop, by checking if either of the following conditions are true:

• The result set from SharePoint was empty
• The number of results returned from SharePoint was less than 5000

SharePoint API Query for each branch

The SharePoint API query is different for each parallel execution of the data collection.

Each branch collects data according to the batch size defined by dividing the total item count by four and begins at the lowest ID in branch one. ?Next, branch two begins at the end of branch one and so on, so that all items are collected.

Branch 1

_api/Web/Lists/GetByTitle('5000 Item Test')/Items?$select=ID,EmpNo,Title,Last,Furloughed,Telephone,Email,Brand&$filter=ID gt @{variables('intID')} and ID le @{add(body('getLowestID')?['value'][0]['ID'], mul(outputs('DivideTotalByFour'), 1))}&$top=5000"

Branch 2

_api/Web/Lists/GetByTitle('5000 Item Test')/Items?$select=ID,EmpNo,Title,Last,Furloughed,Telephone,Email,Brand&$filter=ID gt @{add(body('getLowestID')?['value'][0]['ID'], mul(outputs('DivideTotalByFour'), 1))}  and ID gt @{variables('intID2')} and ID lt @{add(body('getLowestID')?['value'][0]['ID'], mul(outputs('DivideTotalByFour'), 2))}&$top=5000

Branch 3

_api/Web/Lists/GetByTitle('5000 Item Test')/Items?$select=ID,EmpNo,Title,Last,Furloughed,Telephone,Email,Brand&$filter=ID ge @{add(body('getLowestID')?['value'][0]['ID'], mul(outputs('DivideTotalByFour'), 2))}  and ID gt @{variables('intID3')} and ID lt @{add(body('getLowestID')?['value'][0]['ID'], mul(outputs('DivideTotalByFour'), 3))}&$top=5000

Branch 4

_api/Web/Lists/GetByTitle('5000 Item Test')/Items?$select=ID,EmpNo,Title,Last,Furloughed,Telephone,Email,Brand&$filter=ID ge @{add(body('getLowestID')?['value'][0]['ID'], mul(outputs('DivideTotalByFour'), 2))}  and ID gt @{variables('intID3')} and ID lt @{add(body('getLowestID')?['value'][0]['ID'], mul(outputs('DivideTotalByFour'), 3))}&$top=5000

Compile all results and send back to PowerApps

The response step simply uses a Union action to bring all the SharePoint data back in a single step:

union(variables('arrItems'),variables('arrItems2'),variables('arrItems3'),variables('arrItems4'))

Summary

Using Parallel branches to fetch SharePoint data can provide a huge speed benefit over a standard do until loop at the expense of creating a more complicated flow but it can be worth it to provide the best possible user experience.

It may be easier to just download the exported flow and modify to your requirements than build it from scratch.

You can download the flow and sample data from this post.

If you need to get more than 5000 items from a SharePoint list, there are a number of different approaches. I’ve written up three different ways to solve the problem, which return exactly the same result, but have very different execution times. To get an overall understanding of this problem, check out the YouTube video I produced:

My requirement is to return 17,000 SharePoint list items to a PowerApp. I used Power Automate to get the data but found the standard “Get Items” action to be too slow. A good user experience is essential for application acceptance.

Eventually, I was able to reduce the amount of time that the Flow takes to retrieve the items from 2 minutes down to 8 seconds! That’s 13 times faster!

Links to my sample data and all the flows created are at the end of the post.

My example data looks like this:

It’s 7 columns wide, 17,000 rows of data. Here is how long it took Power Automate to execute the flow with execute each method:

Method	Time to Execute
Standard “Get Items”	111 Seconds
Standard “Get Items” with Select Action	67 Seconds
Retreiving same data with SharePoint API	31 Seconds
Retreiving same data with SharePoint API and two parralel queries	19 Seconds
Retreiving same data with SharePoint API and four parralel queries	13 Seconds
Same as above with optimised flow	8 Seconds

The table shows the results from six variations on three different themes. The fundamental principal behind each method is a “Do until” loop which collects the entire contents of a SharePoint list into an array. Each method has some pro’s and cons.

Which method to use?

The right method to use, depends on your circumstances. Here are some suggestions on what method may work best for you:

• If your flow is not time sensitive, just use the standard “Get Items” action with a “Do Until” Loop in Power Automate. The flow is simple and easy to build.
  Get more than 5000 items from SharePoint with Power Automate
  
• If you are already using the “Get Items” method but need it to be a bit faster, enhance the speed of it by adding the “Select” action.
  Get more than 5000 items from SharePoint with Power Automate
  
• If the performance gained from the “Select” action still does not meet your requirements, switch to using the SharePoint API. It is almost the same as using “Get Items”, but drastically faster.
  Use the REST API in Flow to get over 5000 items from SharePoint
  
• Finally, using parallel execution to retrieve chunks of SharePoint list data simultaneously increases speed further. But it does make the flow more complicated.
  Combine SharePoint API & Flow Parallel branches for Performance

Why is the SharePoint Get Items action so slow?

The “Get Items” from SharePoint in Power Automate is very slow. The primary reason is the size of the payload that it returns from SharePoint. In addition to returning the columns defined in your SharePoint view, it also returns many other columns and metadata.

A single row of the sample data above results in this from SharePoint:

{
	"@odata.etag": "\"1\"",
	"ItemInternalId": "1",
	"ID": 1,
	"Title": "Terry",
	"EmpNo": 1.0,
	"Last": "Carter",
	"Furloughed": 1.0,
	"Telephone": "(462) 723-7695",
	"Email": "[email protected]",
	"Brand": "PowerBI",
	"{Identifier}": "Lists%252f5000%2bItem%2bTest1%252f1_.000",
	"{IsFolder}": false,
	"{Thumbnail}": {
		"Large": null,
		"Medium": null,
		"Small": null
	},
	"{Link}": "https://accendo1.sharepoint.com/sites/DocumentManagementTest/.....",
	"{Name}": "Terry",
	"{FilenameWithExtension}": "Terry",
	"{Path}": "Lists/5000 Item Test1/",
	"{FullPath}": "Lists/5000 Item Test1/1_.000",
	"{HasAttachments}": false,
	"{VersionNumber}": "1.0"
}

That’s a huge amount of extra fields, which results in a massive payload. 5,000 rows of my sample data created a JSON response which was 3,545 KB.

The same 5,000 rows of data when passed through the “Select” action produces a JSON response which looks like this:

{
	"Id": 1,
	"Title": "Terry",
	"EmpNo": 1.0,
	"Last": "Carter",
	"Furloughed": 1.0,
	"Telephone": "(462) 723-7695",
	"Email": "[email protected]",
	"Brand": "PowerBI",
	"ID": 1
}

For the same 5,000 records, the JSON response in flow was only 772 KB – A massive reduction. So passing the response from Get Items through the select action can make a big difference to how quickly your flow will run, and it is super easy to do.

Use the Sharepoint API for maximum speed

Although the “Select” action in Power Automate described above improves the speed of a flow within a do…until loop, the “Get Items” action is still retrieving a lot of unwanted data from SharePoint.

Using the SharePoint API allows you to get exactly the data you want without retrieving any unwanted columns or metadata.

Fortunately, this is very easy to do using the SharePoint API using the “Send an HTTP request to SharePoint” action. Compare these two flow actions:

These two actions, essentially perform the same operation, but the second one returns only the requested columns. Here is the difference in execution time:

Use Parallel Branching to get batches of 5000 items simultaneously.

Using the SharePoint API to get list data into Power Automate makes a huge difference to the speed of the operation. But it still gets the data in batches of 5000 blocks. With my 17,000 row sample the do-until loop has to execute four times to collect all of the data, all of which takes valuable time.

By using the parallel branch actions in Microsoft Power Automate we can engineer a solution which works much faster.

I tried collecting SharePoint data with two and four parallel branches. With four, I was able to get all 17,000 items in 8 seconds. The downside is that the flow is more complicated.

Conclusion

The standard Get Items action in Power Automate is fine for basic operations, but if you need more control, or speed, then there are better options.

I’m happy with the performance improvements I managed to create. Retrieving data from SharePoint is key to many applications and SharePoint handles the simultaneous requests well.

Example Data and Flows

You can download both my sample data and the flows discussed in these posts from here:

• Test Data to upload to SharePoint list
• v1 – Using the Get Items Action
• v2 – Using the Get Items Action with Select action
• v3 – Using SharePoint API to retrieve items
• v4 – Using SharePoint API and Two Parallel Execution Branches
• v6 – Using SharePoint API and Four Parallel Execution Branches

Adapting the flow to return SharePoint data to a jQuery grid

In the YouTube video above I also provided a demo of a jQuery grid that drew data from the SharePoint list using Power Automate, you can view that demo here:

Demo of jQuery based grid retrieving SharePoint data via Flow

You can easily copy the source code from that page, the flow has been left unsecured so that you can try it out.

This post describes how to use the SharePoint API in Microsoft Power Automate to retrieve over 5,000 items from a SharePoint list. It is the second part of a series of blog posts which covers this topic in detail. Please read this post to get an overall picture of the objective and to download my example data and exported flows:

The many ways to retrieve more than 5,000 items from a SharePoint list using Power Automate

The SharePoint API can be a better option than the “get items” action, because it executes much faster. This post builds on the flow created in the previous post which you should read first:

Get more than 5000 items from SharePoint with Power Automate

The aim is create a simple modification to the flow created in the previous post, to improve performance. The previous flow works fine, but it’s slow. If you need to return data to an interactive process, the execution time may be unacceptable.

In the previously created flow the data from the “Get Items” action was passed into the “Select” action like this:

This method works, but uses “Get Items” to retrieve data from SharePoint and then “Select” action to reshape it. Both actions can be replaced with a single request, like this:

By requesting only the required columns, the need to reshape the data with the select action can be removed. The Uri code above is:

_api/Web/Lists/GetByTitle('5000 Item Test')/Items?$select=ID,EmpNo,Title,Last,Furloughed,Telephone,Email,Brand&$filter=ID gt @{variables('intID')}&$top=5000

Using Power Automate, with my sample data, the “Get Items from SharePoint” took 12 seconds to complete the request to SharePoint, whereas the API method took just 1 second:

It’s simple to replace the “Get Items” action with the API action and the execution time is greatly improved. You can also specify any odata filter query that you like, to speed up the action by reducing the results further.

Reduce the metadata output

It’s really important when using the SharePoint API to reduce the metadata output for the fastest possible results. As show in the image above, be sure to include the following in the request header:

application/json; odata=nometadata

This reduces the output payload from SharePoint to contain only the list item data. There is a good explanation of all the options on this Microsoft Blog.

Summary

Getting data from SharePoint lists using the SharePoint API is easy and can provide a significant performance increase over the standard “Get Items” action in Microsoft Power Automate.

It provides the basis for the next post in this series which details how to use parallel execution actions in Flow to get the data even faster:

Combine SharePoint API & Flow Parallel branches for Performance

The 5000 item view limit of SharePoint lists has been a stumbling block for a long time. Fortunately we can overcome the limit using Microsoft Power Automate.

This is a part of a series of blog posts which cover retrieving data from SharePoint using Power Automate to read all about the methods I have used, and the best method for you to use, read this post first:

The many ways to retrieve more than 5,000 items from a SharePoint list using Power Automate

The post above also includes links to my sample data and the exported flow.

The methods described in this post will use no premium features whatsoever. For reference my sample data consists of 17,000 records with 7 columns, and looks like this:

Get more than 5000 Items from a SharePoint List – Simple Method

Before you continue, you need to understand a couple of things:

The first thing is that the 5000 limit, cannot be overcome, that is the maximum number of records that you can retrieve in a single request from a SharePoint list using the “Get Items” action or the SharePoint Rest API.

The second thing is that the wording in the “advanced options” of the Power Automate “Get Items” action is misleading:

The default setting of the “Top Count” option says “Total number of entries to retrieve (default = all)”. To my thinking, this means it would get every item in the list! But in actual fact it retrieves just 100 records.

You can set top count to any value up to 5000, but no more. The field will accept a larger figure, but it will not retrieve more than 5000 items.

So getting 5,000 items is easy, how about the rest? To get every item in the list, a loop is required that runs until there are no more records.

Using a Do Until Loop to get all records

If performance does not matter to you, use this method. It is the easiest method to implement. If you are using this flow to return a lot of data to an interactive process, this method is terrible. Examples of interactive processes could be:

• Returning SharePoint list data to a PowerApp.
• Returning JSON data to a web request via the HTTP connector.
• Anything that has an end user waiting for a result.

If your flow is returning data to a user, consider using the SharePoint API instead, which is covered in detail in this post:

If your flow is non-interactive, then this method is fine. Here is how to do it:

Declare some variables

Use the “Initialize Variable” action to declare a bunch of variables to control your loop and store some data:

• arrItems – an array to store data from the SharePoint list
  
• intID – an Integer variable to store the ID of the last collected record from SharePoint
  
• boolEmpty – A Boolean that controls the do until loop based on the response from SharePoint
  

Create the Loop

Create a loop with the control action “Do until”

Configure the do until loop to terminate when boolEmpty equals true:

or edit it in advanced mode and paste the following code:

@equals(variables('boolEmpty'), true)

Now get the items from SharePoint with the “Get Items SharePoint” action and add a filter query:

ID gt @{variables('intID')}

and set the Top Count to 5000

The next step is optional, but I like to include it. The Get items action brings in a LOT of metadata fields from SharePoint, if you don’t need these fields, filter them out. Trim the list down using the Select action:

Reducing the field count is important because it:

• Significantly improves performance by reducing the amount of data.
• Removes potentially sensitive information.
• Makes the data easier to comprehend, by being relevant.

With the sample data I am using, using the Select action halved the execution time of the flow.

Next use a compose action to union the results from the output of the select action with the arrItems array:

outputs('Union_results_with_arrItems')

Now use the Set variable action to set arrItems to the outputs of the compose action above:

Next, use the Set variable action to set the variable intID to the last item collected by the get items action. This is used as the filter for the subsequent execution of the loop.

last(body('Get_items')?['value']).ID

Finally, set the value of boolEmpty using the set variable action again:

empty(body('Get_items')?['value'])

Important: Now click the ellipsis on the Set boolEmpty action and choose “configure run after”:

The reason to allow this action to run if the previous action has failed is because a failure on the final batch of records is expected, because there will be no results.

Process your final result set

Now your do-until loop is at the end, and arrItems will contain every item in your list. You can now add any actions required to manipulate the entire array contents or send the data back to the calling process. In my example I am sending the data back to a PowerApp, so I am using the response action:

The entire flow without the select action looks like this (click to view full image!):

and here is the flow with the select action included:

This all works nicely, but if you want more speed and to simplify the flow, check out this post on using the SharePoint API in a Flow instead.