Smartsheet Project Row Sync to Dataverse

Overview

This flow synchronizes a Smartsheet project sheet into Dataverse so a Power Platform project app and reporting stay current with what PMs maintain in Smartsheet. On a schedule (every 2 hours) it reads sheet rows, upserts each task into a Dataverse project-task table keyed on the Smartsheet row ID, and posts a Teams notice whenever a task flips to At Risk or Blocked. Each run also writes an audit/watermark row recording when it ran and how many rows it processed. Status: BUILT - solution FlowLibs - Smartsheet Project Row Sync to Dataverse, flow shipped Off, Flow Checker 0 errors / 0 warnings, all three connectors bound. Why it matters: PMs love Smartsheet; the rest of the business lives in Power Platform. A keyed upsert keeps both aligned, and flip-detection surfaces newly at-risk tasks proactively instead of on every sync.

Use Case

A PMO runs project plans in Smartsheet but needs the data in Dataverse for cross-project dashboards and app workflows, plus immediate visibility the moment a task becomes At Risk or Blocked.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Smartsheet	shared_smartsheet	GetSheetData
Microsoft Dataverse	shared_commondataserviceforapps	ListRecords CreateRecord UpdateRecord
Microsoft Teams	shared_teams	PostMessageToConversation

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.

Column titles

Edit the four Initialize var...Column actions to match your sheet headers (defaults: Task Name, Status, Assigned To, Due Date).

At-risk labels

The flip condition matches At Risk / Blocked (case-insensitive). Add more labels by extending the OR in Condition Status Flip.

Cadence

Change the Recurrence interval (default every 2 hours).

Webhook

For near-real-time sync, swap the Recurrence for the Smartsheet OnUpdatedSpecificSheet trigger (the connector exposes batch update triggers).

Two-way

Write Dataverse status changes back to Smartsheet via InsertRow/update; guard against loops with the existing flowlibs_source flag column.

Due date

flowlibs_duedate is a DateTime column; the flow passes the raw Smartsheet value (or null when empty). If your sheet uses a non-ISO date format, add a parse step.

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.

flowlibs_smartsheetrowid eq '@{string(items('Apply_To_Each_Row')?['id'])}'

@coalesce(first(body('List_Existing_Task')?['value'])?['flowlibs_status'], '')

@greater(length(coalesce(body('List_Existing_Task')?['value'], json('[]'))), 0)

@items('Apply_To_Each_Row')?[variables('varStatusColumn')]

@utcNow()

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