Power Automate Get items

Do you want to know how to use Get items in Power Automate? In this Power Automate tutorial, I will explain how to use Power Automate Get items flow action to get SharePoint list items.

Finally, I will show you a few examples of “Power Automate get items filter query” where we can use filters to query list items in SharePoint.

Get Items in Power Automate

Power Automate Get Items flow action is used to get all items from a SharePoint list. Power Automate also allows you to filter items based on condition while retrieving items from the SharePoint list. It also allows us to use order by in get items in Power Automate.

Power Automate get items example

Now, let us see how to use get items in Power Automate with an example. I will show you how to get items from a SharePoint list in Power Automate.

The get items in Power Automate flow action accepts 8 parameters. These are

• Site address: It accepts the SharePoint site address where the list exists.
• List name: Choose the list name from where you want to get items.
• Limit entries to folder: By providing the particular folder in the list or library, you can limit the entries of the folder.
• Include Nested items: Using this property, we can restrict entries to only those within a particular folder or its sub-folders
• Filter query: With this property, we can filter the returned items used in our flow.
• Order By: This property will order the items in ascending or descending order.
• Top count: This poverty limits the items we are fetching from the SharePoint list. By default, the item limit is 100. If your list size is larger, the list view threshold can increase to 5000
• List view: With this property, restricting the columns returned by a view can be valuable, as it helps avoid excess data when you only need to interact with a specific set of columns defined in that SharePoint list view.

Now let’s take a simple example: I have a SharePoint list called Employee. Which contains the following columns:

• Title-Single line of text
• Name- Person
• Department- Choice
• Joining Date-Date/Time
• Designation-Single line of text

Now, let’s see how to get all items from Sharepoint lists using the Power Automate Get Items flow action.

1. Open Power Automate Cloud, then click on +Create -> select Instant Cloud Flow.

Then, provide a flow name and select the “Manually trigger a flow” action. Then click on Create.

Now, you can see the “Manually trigger a flow” action is added to the flow page in Power Automate.

2. To get items from a SharePoint list, click on the +New step -> select Get items action. Then Provide the information below:

• Site address: Provide the SharePoint site address
• List name: Provide the List name you want to get items.

3. Once you get the items from the list, we can display them in an HTML table. So, to display these SharePoint list items in tabular format, click on the +New step -> select the Create HTML table action. Then provide the below information:

• From: Select value from dynamic content.
• Columns: Select the Custom option.
• Then, map the value like the one below.

Header	Value
Name	@item()?[‘Name/DisplayName’]
Department	@item()?[‘Department/Value’]
Joining Date	@item()?[‘Joiningdate’]
Designation	@item()?[‘Designation’]

4. Now, the flow is ready, and we can test it. For this, click Save and run the flow manually; the SharePoint list holds 6 items, and the HTML table below also contains 6 items with employee details.

This is how to use the Power Automate get items to get all the items from a SharePoint Online list.

Power Automate get items filter query examples

Now, I will show you a few examples of using filter query in Power Automate get items. So, instead of retrieving all items from the SharePoint list, we can filter items using a filter query.

The Power Automate Filter Query is an OData system query option enabling users to filter data within a specific operation, like “Get items” or “Get rows.”

Syntax of Power Automate get items filter query:

<Internal Column> operator 'value'

Here, we will use 3 types of SharePoint columns to filter the data using Power Automate.

• Choice column
• Date column
• Person column

1. Power Automate get items filter query based on Choice columns

The first example for the get items filter query we will see is based on a choice column in a SharePoint list.

In the above SharePoint Employee list, I will take the Department column. We will filter those items from the SharePoint list of Departments equal to IT.

For this, create an instant cloud flow that will trigger manually in Power Automate.

In the next step, add an action, i.e., Get items action. Then, provide the below information.

• Site address: Provide the below SharePoint site address
• List name: Provide the SharePoint list name
• Filter Query: Provide the Query like below:

Department eq 'IT'

To check the number of items whose department is IT, I will add the Create HTML table action. Then, provide the below information.

• From: Select value from dynamic content.
• Columns: Select the Custom option.
• Then, map the value like the one below.

Header	Value
Name	@item()?[‘Name/DisplayName’]
Department	@item()?[‘Department/Value’]
Joining Date	@item()?[‘Joiningdate’]

Now run the flow, and you can see that the number of items retrieved is 3 as 3 items contain department eq IT.

This is how to use the filter query in Power Automate get items flow action to filter items based on a choice column.

2. Power Automate SharePoint get items filter query based on a Date column

Now, let us see how to use the Power Automate SharePoint get items filter query using a date column.

In the SharePoint Employee list, I have a Joining Date column, which is a Date type column. Here, I will show you how to get items from the SharePoint list in Power Automate where the joining Date is equal to Today.

For this, create an instant cloud flow that will trigger manually in Power Automate.

In the next step, add the Power Automate get items. Then, provide the below information.

• Site address: Provide the below SharePoint site address
• List name: Provide the SharePoint list name
• Filter Query: Provide the Query like below:

Here, to use the get items filter query in Power Automate, run the below query in the Filter Query below:

Joiningdate eq '@{formatDateTime(utcNow(),'yyyy-MM-dd')}'

To check the number of items whose joiningDate is today, we will add Compose action. Then, provide the below information.

• Inputs: Provide the value like below. It will add Apply to each action automatically.

Now run the flow; you can see the employee information whose Joining date eq Today.

3. SharePoint get items filter query based on Person columns

Now, let us see how to use a filter query in get items in Power Automate based on a person column.

For this, I will use the Name column, which is a person column. We will filter those items from the list whose email is ‘lidiah@szg52.onmicrosoft.com’. Because while filtering the person field, we can filter only by person email.

For this, create an instant cloud flow that will trigger manually in Power Automate.

In the next step, add an action i.e., Get items action. Then, provide the below information.

• Site address: Provide the below SharePoint site address
• List name: Provide the SharePoint list name
• Filter Query: Provide the Query like below:

Add the formula in the Filter Query.

Name/EMail eq 'lidiah@szg52.onmicrosoft.com'

Now we will retrieve the details of the person whose email id is ‘lidiah@szg52.onmicrosoft.com’, and we will add the Compose action to display the filter items.

• Inputs: Provide the details below. This will automatically Add Apply to each action.

Now run the flow, and you can see the details of the person whose email ID is ‘lidiah@szg52.onmicrosoft.com’.

This is how to get items from the SharePoint list in Power Automate using the get items filter query.

Power Automate get items filter query operators and functions

Here, we will see the operators and functions that we can use in the Get items filter query in Power Automate.

List of operators and functions used in Power Automate SharePoint get items filter query.

Operators/functions	Description	Example
eq	Equal to	Status eq ‘Pending’
ne	Not equal to	Status ne ‘Pending’
gt	Greater than	Ratings gt ‘3’
lt	Less than	Ratings lt ‘4’
ge	Greater than or equal to	date ge ‘2023-11-1’
le	Less than or equal to	date le ‘2023-11-1’
and	used when both the query satisfies	Status ne ‘Pending’ and date le ‘2023-11-1’
or	used when one of the query satisfies	Status eq ‘Pending’ or date le ‘2023-11-1’
startswith(Fieldname, ‘string’)	Start with the given/specified value	startswith(Name, ‘L’)
endswith(Fieldname, ‘string’)	End with the given/specified value	endswith(Name, ‘m’)
substringof(‘string’, Fieldname)	Search for substring ‘Lap’ in field ‘Product’	substringof(‘Lap’, Product)

Power Automate get a specific item from a SharePoint list

Do you want to get a particular SharePoint list item in Power Automate? In this Power Automate tutorial, I will explain how to use get item in Power Automate, especially how to get a specific item from a sharepoint list using the Power Automate get item flow action.

get item in Power Automate

Microsoft provides the get item flow action in Power Automate to get a single item by its ID from a SharePoint list.

There is a difference between get item vs get items in Power Automate. The Get item flow action will get a single item from a SharePoint list, whereas by using Power Automate Get items flow action, you can get multiple items from the SharePoint list.

Let us check now how to use get item in Power Automate to get a specific item from the sharepoint list.

We will find this action under the SharePoint on Power Automate flow:

After adding this to our flow, it will appear like below:

Here, we have to insert the SharePoint site address and list name. On ID, we have to provide an ID according to items in the SharePoint list.

Now, let us see, how the Power Automate get item works. For example, we have prepared a SharePoint list named ‘SalesOrder’ like below:

Here, ID is a default column in the SharePoint list. From this list, we want to retrieve the data whose ID is 7. To implement this, we will add a number input in ‘Manually trigger a flow’. Then, we will use this triggered ID in

When we will run the flow, it will ask us to input an ID. For example, we will insert 7; then, it will show all data of ID 7. As per our SharePoint list, it will show all data of Tab like below:

To retrieve specific columns from the SharePoint list, use the Compose action under the Power Automate get item flow action.

Suppose, you want to get only the Title, Model, and Order Date from the SharePoint list, then add a Compose action under the get item and select the desired columns like below:

Now you can see the output will appear like this:

This is how to get item from the sharepoint list in Power Automate by providing the item ID.

Conclusion

I hope now you got an idea of how to get items from a SharePoint list in Power Automate using the get items Power Automate flow action. I have explained how to use the get items filter query in Power Automate with a few Power Automate get items filter query examples.

You may also like:

• Power Automate OData filter query with examples
• Power Automate SharePoint Get items filter query contains is not valid
• Apply Filter Between Dates in Power Automate