Portana — SharePoint Function Extender
Portana SharePoint Function Extender

Functionalities

Everything you need for large SharePoint list operations in one focused Windows app.

Portana gives SharePoint teams powerful, guided tools to import, update, clean up, find, and restore records safely. You sign in with Microsoft 365, work directly against your own lists, and keep full visibility at every step. On Free you can open every module and run real operations within small per-run caps; Paid removes those caps and adds templates and cross-list comparison.

Modules

Import Manager

Bring new data into your SharePoint lists quickly and cleanly. A full wizard guides you through file selection (Excel/CSV), site and list picking, column mapping, business-key upsert, duplicate/missing-key policies, data cleaning, row scoping, a dry-run validation, review, and batched execution with live progress.

  • Guided mapping and upsert configuration
  • Dry-run validation before you write
  • Live execution dashboard and local logging

Free: up to 10 rows per import run · Paid: unlimited

Duplicate Manager

Find duplicate records hiding in your lists, review them clearly, and decide what to keep. Scan by business keys, review groups, and resolve in bulk. Extras are sent to the recycle bin and rollback snapshots are created automatically.

  • Within-list duplicate detection (Free and Paid)
  • Cross-list duplicate comparison across multiple lists (Paid)

Free: up to 5 rows deleted per run · Paid: unlimited

Delete Manager

Remove records in bulk with confidence. Select a list, filter to candidates, preview exactly what will be affected, and run a controlled bulk delete with rollback snapshots so nothing is gone for good.

  • Filter and preview candidates before deleting
  • Automatic rollback snapshots

Free: up to 5 rows deleted per run · Paid: unlimited

Restore Snapshot

Recover records when you need them back. Browse the snapshots created by delete and deduplication runs, select items, and restore them into your lists. Mistakes don't have to be permanent.

  • Browse snapshots from previous operations
  • Restore selected items back into lists

Free: up to 5 items restored per run · Paid: unlimited

Fuzzy Find

Search your catalogued list data with fuzzy matching and edit items in place directly from the results (subject to your SharePoint permissions).

  • Background catalogue download and fuzzy search
  • In-place editing from results

Free: up to 5 matches shown · Paid: all matches, up to 200 per search

User templates

Save, load, and reuse named configurations for the Import and Duplicate wizards, so recurring jobs keep the same file mapping, list targets, business keys, and options.

  • Reusable Import & Duplicate wizard configs

Paid only

Settings

Manage preferences, view your Microsoft account, and see your subscription status and full entitlement table (features and numeric limits). Paid users get a subscription badge, billing period, and the Stripe portal to manage or cancel.

How teams use Portana

Onboarding a new dataset

Load thousands of new records and watch progress as the import completes

Quarterly data cleanup

Scan for duplicates, review groups, then keep only the correct records

Mass status update

Update a field across thousands of records via guided import upsert

Retiring old records

Filter and preview exactly what will be deleted before confirming

Recovering from an error

Restore a batch of records from a rollback snapshot

Finding a specific record fast

Use Fuzzy Find to locate and edit an item across catalogued data

Why it matters

Save significant time

Complete in minutes what used to take hours of manual editing.

Make fewer mistakes

Guided workflows and clear previews help prevent costly errors.

Improve data quality

Clean up duplicates and inconsistencies so lists stay trustworthy.

Stay in control

Run big updates and deletions with structure and oversight.

Work more safely

Rollback snapshots let you recover records when something goes wrong.

Reduce spreadsheet reliance

Work with SharePoint directly, no Excel round-trips.

See what's happening

Clear progress views during every operation.

Handle scale confidently

Work with thousands of records without fear.

Built for

Operations teams SharePoint site owners Project managers Data owners IT and admin teams Business users

Ready to take control of your SharePoint data?

Download Portana for Windows and start managing large lists with guided workflows.

Portana.msix · v1.0.0 · Windows 10 version 1809 or later, Windows 11