Power Automate Tutorial: SharePoint List to PDF

In this tutorial, Jonathon Silva, a trainer at Pragmatic Works, demonstrates how to use Power Automate to export SharePoint list data into a formatted PDF. This process helps streamline reporting, improve data accessibility, and eliminate manual work.

Understanding the Use Case

Jonathon Silva begins by introducing a practical scenario using a SharePoint list that stores travel requests. Each entry contains details such as trip name, reason, start date, and airline selection. The goal is to extract specific columns from this list and convert them into a clean, structured PDF document.

This solution is especially useful for:

• Generating printable reports
• Archiving structured data
• Sharing summarized information externally

Step 1: Creating an Instant Cloud Flow

The process starts by building an instant cloud flow in Power Automate. For testing purposes, Jonathon Silva uses a manual trigger. This allows flexibility during development before switching to automated triggers such as scheduled or event-based flows.

Step 2: Retrieving SharePoint List Items

The next step is to use the Get Items action to pull data from the SharePoint list. Instead of retrieving all records, Jonathon emphasizes using an OData filter query to improve performance.

For example, the flow filters records where the travel start date is greater than or equal to the current date using the utcNow() expression. This ensures only relevant, future entries are included.

Step 3: Creating a Custom HTML Table

Once the data is retrieved, the flow creates an HTML table using the Create HTML Table action. Instead of automatically including all columns, Jonathon selects custom columns to control the output format.

The selected fields include:

• Trip (Title)
• Reason for travel
• Start date (formatted)
• Airline (choice value)

To improve readability, the start date is formatted using the formatDateTime() function. This converts the default date format into a more user-friendly structure (MM/DD/YYYY).

Step 4: Applying Styling with CSS

To enhance the visual presentation of the table, Jonathon Silva adds CSS styling using a Compose action. This includes formatting elements such as:

• Header background colors
• Font styles and sizes
• Table borders and spacing

This step ensures the final PDF is not only functional but also visually appealing and easy to read.

Step 5: Creating the HTML File

The flow then creates an HTML file in OneDrive for Business. This file combines both the styled CSS and the generated HTML table.

Key considerations include:

• Saving the file with a .html extension
• Ensuring the correct order of styling and table content

Step 6: Converting HTML to PDF

After generating the HTML file, the next step is to convert it into a PDF. Using the Convert File action in OneDrive, the flow transforms the HTML document into a PDF format.

This feature supports multiple file types, but PDF is selected for its portability and professional presentation.

Step 7: Saving the Final PDF

Finally, the flow saves the converted PDF file back into OneDrive. The file retains the structure, styling, and filtered data from the original SharePoint list.

This PDF can now be used for:

• Email attachments
• Printed reports
• Data archiving

Final Thoughts

Jonathon Silva highlights how Power Automate can significantly reduce manual work by automating repetitive business processes. By combining SharePoint, HTML formatting, and file conversion, users can create powerful workflows that improve efficiency and consistency.

This solution demonstrates the flexibility of Power Automate in handling real-world business needs, making it a valuable tool for organizations looking to optimize their operations.

 Don't forget to check out the Pragmatic Works' on-demand learning platform for more insightful content and training sessions on Power Automate and other Microsoft applications. Be sure to subscribe to the Pragmatic Works YouTube channel to stay up-to-date on the latest tips and tricks.