The Problem
When your prequalified subcontractor register lives in a SharePoint list — tracking companies, compliance details, insurance expiries, and approval status — keeping Dashpivot's contractor list current is a manual process. Expired or unapproved contractors stay visible in dropdown fields until someone re-uploads the list. New contractors don't appear until the next manual import. And when procurement updates a record centrally, the field doesn't see it until someone remembers to sync it across.
What This Flow Does
This flow syncs your prequalified subcontractor register from a SharePoint list into a Dashpivot Contractors list on a schedule. Once active:
New contractors added in SharePoint appear in Dashpivot at the next scheduled sync — no manual upload needed
Updated records (insurance expiry dates, approval status, contact details) carry through automatically
Contractors removed or deleted in SharePoint are archived in the Dashpivot list, not permanently deleted — so historical dockets, site diaries, and access forms that reference them stay intact
Which Dashpivot Forms Benefit
Any template that references your Contractors list will always show your current, prequalified subcontractor register — including:
Site diaries
Delivery dockets
Subcontractor access forms
Induction records
Works orders and variation forms
Workers and site supervisors pick from the same contractor register your procurement team maintains, with no manual intervention in between.
Storm Benefit
Dashpivot list items become known words for Storm's AI Form Fill and audio transcription. A clean, up-to-date contractor list means Storm is more likely to match a spoken company name or subcontractor reference to the correct record — improving accuracy across site diaries, dockets, and any form that references contractors.
Example Column Mapping
SharePoint Column | Dashpivot List Property |
Company Name | Name (primary column) |
Contractor ID | Contractor ID |
Trade / Scope | Trade |
Approval Status | Status |
Insurance Expiry | Insurance Expiry Date |
Primary Contact | Contact |
Map only the columns your forms need — you don't have to bring across every field from SharePoint.
Recommended Flow Settings
Schedule: Daily or hourly (sub-day intervals available on Premium/Platinum) — hourly is worth considering if insurance expiries or approval statuses change frequently
Item filter: Approval Status = Approved — so only prequalified contractors appear in dropdown fields, reducing the risk of unapproved subcontractors being selected on forms
Re-sync from scratch: Use this after a bulk register update or for the initial clean load
Prerequisites
Flowsite Premium or Platinum plan
A Microsoft (SharePoint) connection set up in Flowsite
A Dashpivot Contractors list already created (the flow populates it — it doesn't create it)
Frequently Asked Questions
What happens to contractors who are no longer approved or have expired compliance?
When a contractor record is removed or deleted in SharePoint, the corresponding item is archived in the Dashpivot list — not permanently deleted. Historical dockets, site diaries, and access forms that reference that contractor stay intact.
Can I filter so only approved contractors appear in Dashpivot forms?
Yes. Use the optional item filter on the flow to set a condition such as Approval Status = Approved. Only contractors matching that condition will sync, reducing the risk of unapproved subcontractors appearing in dropdown fields.
Will updating a contractor's insurance expiry or approval status in SharePoint update it in Dashpivot too?
Yes. Each scheduled sync picks up updated items from SharePoint and reflects those changes in the Dashpivot Contractors list automatically.
Do new contractors appear in Dashpivot automatically after being added to SharePoint?
Yes. Any new contractor added in SharePoint will appear in the Dashpivot Contractors list at the next scheduled sync. No manual upload or CSV re-import is needed.
How frequently should I sync my contractor register?
Daily is sufficient for most teams. If your register changes frequently — for example, insurance expiries are updated regularly or new contractors are onboarded often — consider a more frequent sub-day schedule, available on Premium and Platinum plans.