How to Bi-directional contact sync with Power Automate

My flows > New flow > Automated cloud flow

Create Flow for Sheets to Salesforce sync

Go to make.powerautomate.com and click 'New flow' then 'Automated cloud flow'. Name it 'Sheets to Salesforce Contact Sync'. Search for 'Google Sheets' in the connector picker and select 'When a row is added, modified or deleted'. This triggers whenever your contact spreadsheet changes.

1. 1Click 'New flow' in the top menu bar
2. 2Select 'Automated cloud flow' from the dropdown
3. 3Name the flow 'Sheets to Salesforce Contact Sync'
4. 4Search 'Google Sheets' in the connector search
5. 5Choose 'When a row is added, modified or deleted'

Sheets Trigger > Connection Settings

Configure Google Sheets connection

Sign in to your Google account when prompted. Select your contact spreadsheet from the dropdown and choose the specific worksheet tab. Set 'Change type' to 'Updated' to catch contact edits. Power Automate will create a webhook that Google notifies when rows change.

1. 1Click 'Sign in' and authenticate your Google account
2. 2Select your contact spreadsheet from the File dropdown
3. 3Choose the worksheet tab containing contacts
4. 4Set Change type to 'Updated'
5. 5Leave Key Column as default (Row number)

New step > Control > Condition

Add condition to filter contact rows

Click 'New step' and search for 'Condition' under Control. This prevents the flow from processing header rows or empty cells. Set the condition to check if the Email column is not empty, since contacts need email addresses in Salesforce.

1. 1Click '+ New step' below the Sheets trigger
2. 2Search 'Condition' and select it from Control
3. 3Click the left value field and select 'Email' from dynamic content
4. 4Set operator to 'is not equal to'
5. 5Leave right value empty to check for non-empty emails

Yes branch > New step > Salesforce > Get records

Check if contact exists in Salesforce

In the 'Yes' branch, add 'Get records' from Salesforce connector. This searches for existing contacts by email to avoid duplicates. Set Object Type to 'Contact' and Filter Query to 'Email = [Email from Sheets]'. Power Automate will authenticate to Salesforce using OAuth.

1. 1Click 'Add an action' in the Yes branch
2. 2Search 'Salesforce' and select 'Get records'
3. 3Sign in to Salesforce when prompted
4. 4Set Object Type to 'Contact'
5. 5Set Filter Query to Email eq 'EMAIL_DYNAMIC_CONTENT'

Yes branch > New step > Condition

Add condition for update vs create

Add another Condition after the Salesforce query. Check if the 'Get records' step returned any results using the 'value' array length. If length is greater than 0, update the existing contact. If 0, create a new contact record.

1. 1Add Condition after Get records step
2. 2Click left value and go to Expression tab
3. 3Type: length(outputs('Get_records')?['body/value'])
4. 4Set operator to 'is greater than'
5. 5Set right value to 0

Inner Yes > Salesforce > Update record

Configure update contact action

In the inner 'Yes' branch, add 'Update record' from Salesforce. Set Object Type to Contact and Item ID to the ID from the Get records result. Map fields from your Google Sheets columns to Salesforce fields like FirstName, LastName, Email, Phone, Company.

1. 1Add action in the inner Yes branch
2. 2Select Salesforce 'Update record'
3. 3Set Object Type to Contact
4. 4Set Item ID from Get records dynamic content
5. 5Map Google Sheets columns to Salesforce fields

Inner No > Salesforce > Create record

Configure create contact action

In the 'No' branch, add 'Create record' from Salesforce for new contacts. Set Object Type to Contact and map the same fields as the update step. Include at minimum FirstName, LastName, and Email since these are typically required in most Salesforce orgs.

1. 1Add action in the inner No branch
2. 2Select Salesforce 'Create record'
3. 3Set Object Type to Contact
4. 4Map FirstName from Sheets to FirstName
5. 5Map other required fields like LastName and Email

My flows > New flow > Automated cloud flow

Create reverse flow for Salesforce to Sheets

Create a second automated flow named 'Salesforce to Sheets Contact Sync'. Use the Salesforce trigger 'When a record is created or modified' with Object Type set to Contact. This catches changes made directly in Salesforce that need to sync back to Sheets.

1. 1Create new Automated cloud flow
2. 2Name it 'Salesforce to Sheets Contact Sync'
3. 3Search Salesforce connectors
4. 4Select 'When a record is created or modified'
5. 5Set Object Type to Contact

Salesforce trigger > Google Sheets > Get rows

Find matching row in Google Sheets

Add 'Get rows' from Google Sheets connector to find the matching contact by email. Use Filter Query with the email from the Salesforce trigger. This identifies which row needs updating in your spreadsheet.

1. 1Add Google Sheets 'Get rows' action
2. 2Select same spreadsheet and worksheet
3. 3Set Filter Query to Email eq 'EMAIL_FROM_SALESFORCE'
4. 4Leave other settings default

Condition > Yes/No branches > Sheets actions

Update or insert row in Sheets

Add a Condition to check if the Get rows found a match. If yes, use 'Update row' with the Row number from results. If no match, use 'Add row' to append the new contact. Map Salesforce fields back to your Sheets columns in the appropriate action.

1. 1Add Condition checking length of Get rows results
2. 2In Yes branch: add 'Update row' with Row number from results
3. 3In No branch: add 'Add row' to append new contact
4. 4Map Salesforce fields to Sheets columns in both actions

Flow details > Save > Test

Test and enable both flows

Save both flows and test with a sample contact edit in each system. Monitor the run history for errors and check that changes sync correctly without creating duplicates or loops. Enable both flows only after successful testing.

1. 1Click Save on both flows
2. 2Test by editing a contact in Sheets first
3. 3Verify change appears in Salesforce
4. 4Test editing same contact in Salesforce
5. 5Check both run histories for success

Add this expression in a Compose action to prevent sync loops by checking if the last modification came from Power Automate. Paste this in the Expression editor when configuring your condition logic.

if(
  equals(
    outputs('Get_records')?['body/value']?[0]?['Description'],

if(
  equals(
    outputs('Get_records')?['body/value']?[0]?['Description'],
    'Updated by PowerAutomate'
  ),
  'skip',
  concat(
    outputs('Get_records')?['body/value']?[0]?['FirstName'],
    ' ',
    outputs('Get_records')?['body/value']?[0]?['LastName']
  )
)