Daily SharePoint List to Salesforce Contact Upsert

Overview

A nightly recurrence-triggered cloud flow that reads contact records from a SharePoint list (typically maintained by marketing, partners, or operations teams) and upserts each record into Salesforce by external ID. Contacts are created if new or updated if the external ID already exists, keeping Salesforce in sync with the SharePoint source of truth without duplication.

Use Case

Marketing or operations teams collaborate on contact data in a SharePoint list (low friction, no Salesforce license required). This flow removes the manual sync burden by running every night at 2 AM UTC: it pulls up to 500 recently-modified rows, upserts them into Salesforce Contact by the configured external ID field, and emails a styled HTML summary to the notification recipient with fetched / success / failure counts.

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.

Point at your SharePoint list

Update flowlibs_SharePointSiteURL and flowlibs_ContactUpsertSPListID (list GUID, not display name).

Map SharePoint columns to Contact fields

The current mapping assumes SharePoint columns named FirstName, LastName, Email, Phone, JobTitle, Department, and falls back to Title when LastName is blank. Edit the item/* parameters inside Upsert_Salesforce_Contact if your column internal names differ.

Change the external ID field

Update flowlibs_SalesforceContactExternalIdField to the API name of your Salesforce Contact external ID field (must be marked as External ID and Unique on the field).

Adjust the schedule

Edit the Recurrence_Daily_2AM_UTC trigger's hours, minutes, and timeZone to align with your business window.

Extend with filtering

Add a $filter parameter to Get_SP_Contact_Records (e.g., Modified gt 'yyyy-MM-ddTHH:mm:ssZ') to do incremental pulls instead of the top-500-by-modified-desc pattern.

Graduate to bulk upsert

For lists exceeding a few thousand rows, swap the per-row pattern for the Salesforce 'Create a job' / 'Add batch' / 'Close job' Bulk API 2.0 operations.

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.

@{coalesce(items('For_Each_Contact')?['Email'], items('For_Each_Contact')?['Title'], '')}

@coalesce(items('For_Each_Contact')?['LastName'], items('For_Each_Contact')?['Title'], 'Unknown')

@{length(coalesce(outputs('Get_SP_Contact_Records')?['body/value'], json('[]')))}

@{concat('Daily SharePoint to Salesforce Contact Upsert - ', utcNow('yyyy-MM-dd'))}