Power Apps, SharePoint, and Power Automate work seamlessly together to handle business data. A common requirement is to store structured list data from Power Apps into SharePoint while maintaining flexibility. JSON (JavaScript Object Notation) is a powerful way to store and retrieve data efficiently.

In this guide, we will explore how to:

• Convert list data in Power Apps to JSON.
• Save JSON in SharePoint multi-line text fields.
• Use Power Automate to store and retrieve data.
• Reuse stored JSON data in Power Apps dynamically.

This method allows for structured data storage, easy retrieval, and optimized automation workflows.

Step 1: Convert List Data to JSON in Power Apps

To store structured list data in SharePoint, we first need to convert it into JSON format within Power Apps.

1. Collect Data in Power Apps Use the ClearCollect function to create a list of records:
2. Convert the Collection to JSON Use the JSON() function to transform the collection into a JSON string:
3. Send Data to Power Automate

Step 2: Create a Power Automate Flow to Save JSON in SharePoint

Once the JSON string is prepared, we need Power Automate to store it in SharePoint.

1. Create a Power Automate Flow

• Open Power Automate and select “Automated cloud flow”.
• Choose the PowerApps trigger as the starting action.

2. Initialize a Variable for JSON Data

• Add a "Initialize Variable" action.
• Name it JsonData, set type as String, and receive the value from PowerApps.

3. Create a SharePoint List with a Multi-Line Text Column

• In SharePoint, create a list (e.g., PowerAppsData).
• Add a multi-line text column (e.g., JsonColumn).

4. Save JSON to SharePoint

• Use the “Create item” action.
• In the "JsonColumn" field, map the JsonData variable.

This will store the structured data in SharePoint as a JSON string.

Step 3: Retrieve JSON Data from SharePoint in Power Apps

Once data is stored in SharePoint, it can be retrieved and used in Power Apps.

1. Use Power Automate to Retrieve Data

• Create another flow triggered from PowerApps.
• Use the "Get items" action to fetch data from SharePoint.
• Return the JsonColumn value as a PowerApps response.

2. Convert JSON Back into a Collection

In Power Apps, use the ParseJSON() function to extract structured data:

Set(RetrievedData, ParseJSON(YourSharePointList.JsonColumn))

3. Bind Data to a Gallery

To display stored JSON data:

Gallery1.Items = RetrievedData

This will populate a gallery with structured records stored in SharePoint.

Using Patch Function to Save JSON Directly

Instead of Power Automate, you can use Power Apps' Patch function to store JSON data directly:

Patch(YourSharePointList, Defaults(YourSharePointList), {Title: "DataEntry1", JsonColumn: JsonData} )

This approach eliminates the need for Power Automate but works best for simpler use cases.

Summary

Storing structured list data in SharePoint as JSON is a smart way to manage complex data. By using Power Apps, Power Automate, and SharePoint together:

• Power Apps structures and converts data to JSON.
• Power Automate efficiently saves JSON in SharePoint.
• Data retrieval in Power Apps is seamless using ParseJSON().
• The Patch method can provide an alternative for direct updates.