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Cindy Vanderpoel
Explorer ⭐⭐⭐
September 23, 2026
Question

Gebruiken jullie SharePoint als source voor Asset Management?

  • September 23, 2026
  • 1 reply
  • 20 views

We onderzoeken of een SharePoint-lijst als source of truth kan dienen en deze automatisch kan synchroniseren naar Asset Management.

Heeft iemand al een synchronisatie opgezet tussen een SharePoint-lijst en TOPdesk Asset Management via Power Automate en de Asset Management API?

Ik ben op zoek naar praktijkervaringen en aanbevelingen rond:

  • voorbeeldflows (Power Automate of andere middleware);
  • logica voor het aanmaken versus updaten van assets;
  • beheer van parent-child relaties (bv. Site → Building → Room);
  • aanbevolen primaire sleutels (Asset ID, Site Code, SharePoint ID, ...);
  • omgaan met verwijderde records in SharePoint;
  • lessons learned of zaken waar jullie tijdens de implementatie zijn tegenaan gelopen.

Alvast bedankt voor jullie feedback en eventuele ervaringen die jullie hierover kunnen delen 😊

1 reply

Ayman
Starter ⭐⭐
September 27, 2026

Hi Cindy,

In my honest opinion I would prefer to use Asset Management/CMDB as a source of truth to manage assets/CIs because that’s the reason for its creation. SharePoint is a content management in core but it’s still better than using spreadsheets.

I used different ITSM solution and Integration middleware in my previous experience but the concepts remain the same.
I would start with lessons learned and issues encountred with a general functional logic of the integration:

  • Try to convince the team to use TOPdesk mainly as a source of truth for assets and avoid the integration.
  • If the integration is a must, look for the simpliest solution possible first ex: a way to dump assets from SP and import them to TOPdesk on a schedule with the correct mapping and relations.
  • If the simpliest solution is not enough for your case, think about implementing a REST API integration (using power automate in your case) but before that define the process and validate it between both teams/systems with all possible scenarios on add, on update, on delete
  • The integration is bidirectional but changes/updates must be done from one system the other must remain passive (TD) otherwise the integration would be hard to maintain.
  • Use a schedule mass add/update/delete on a schedule job rather an API trigger for each item.
  • Deleted asset in Sharepoint = Archived in TOPdesk do not delete.
  • Test APIs loads and rates

Create and update processes:

  • I would suggest a cutom field in the SharePoint listing that represents the asset ID ex:
    create an item in listing>triggers create asset in TOPdesk>TOPdesk returns ID> populate it in the listing field.
  • For update, PUT only the changed fields
  • Have a snapshot table to use for comparing old and new values or any disaster that may happen 

Management of parent-child relationships:

Recommended primary keys (Asset ID, Site Code, SharePoint ID) : That would do the job, but also it depends on your assets and listing

 

We used Connect-IT as a middleware with scheduled jobs depending on each others and I believe you can achieve the same with Power Automate.
In your case I would suggest:

A job to extract data and make a snapshot for comparison

A job for Sync Sites depending on the snapshot

A job for Sync Buildings depending on Sync Sites

A job for Sync Rooms depending on Sync Buildings

A job to archieve

 

Hope that helps.

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