Data synchronisation across two Sharepoint instances

Yes, this can be done with an automated cloud flow in Power Automate, but it must be designed carefully and within the limitations of the SharePoint connector.

High‑level approach with Power Automate:

1. Prerequisites
   • Both SharePoint instances must be accessible from the same Power Automate environment (typically both are SharePoint Online tenants).
   • The connection used in the flow must have permission to the source and destination sites/libraries.
2. Basic flow pattern
   • Trigger: Choose how and when to sync:
     • For near‑real‑time sync: use a SharePoint trigger such as “When a file is created (properties only)” or “When a file is created or modified (properties only)” on the source library.
     • For scheduled/batch sync: use a “Recurrence” trigger and then query the source library.
   • Get source items/files:
     • Use Get files (for document libraries) or Get items (for lists) on the source SharePoint.
     • Note the limitation: Get items and Get files support a maximum of 12 lookup columns; exceeding this causes the flow to fail.
   • Create or update in destination:
     • Use Create file / Update file (or Copy file) actions pointing to the destination SharePoint instance.
     • Map metadata fields as needed.
3. One‑way vs two‑way sync
   • One‑way sync (source → destination) is straightforward: trigger on changes in the source, then create/update in the destination.
   • Two‑way sync (bi‑directional) is significantly more complex and not directly covered in the provided material; it requires conflict‑handling logic and careful design to avoid loops.
4. Important limitations and behaviors
   • Supported templates: Flows for lists/libraries are supported only for generic lists (template 100) and generic document libraries (template 101). Custom templates (Announcements, Contacts, Tasks, etc.) are not supported.
   • Moving vs copying files:
     • Moving files between libraries does not change custom metadata (Created/Modified), so it does not trigger flows in the destination library.
     • Syncing via OneDrive also does not trigger flows, because metadata is not altered.
   • Version history: If files are copied between libraries (including via sync), only the latest version is preserved in the destination; version history is not carried over.
5. Alternative/supplemental options
   • For bulk or one‑time migrations, use SharePoint’s Copy to / Move to commands or sync both libraries to the desktop and copy files locally. Note that this does not provide ongoing automated sync and does not preserve full version history across libraries.
6. Implementation resources
   • For building the flow logic to copy items between two data sources (including SharePoint lists), follow the guidance in “How to use Flow to copy items between two data sources.”
   • For SharePoint connector behavior, supported templates, and limitations (including move/sync behaviors and lookup column limits), see “Microsoft SharePoint Connector in Power Automate.”

References:

• How to use Flow to copy items between two data sources
• Microsoft SharePoint Connector in Power Automate
• Business Processes
• Use Sync to copy or move files between folders and libraries
• Get started with SharePoint