Learn how to use a Recurrence flow that gets all of the items from SharePoint that need archived based on their date. Then create a copy of the item and delete the item. Power Automate Archive SharePoint List Item uses an oData query against the date to find old items and passes it to an apply to each loop. Also, the date to archive from is auto calculated using the utcNow expressions and subtracting days from the returned date.
Click the video below and get started!
Link to Shane's YouTube Channel: https://www.youtube.com/c/ShaneYoungCloud/videos
Key Timestamps:
0:00 It Starts
0:28 Reasons you want to make your SharePoint list smaller with archiving
1:15 Create a flow to archive in Power Automate
Go to flow.microsoft.com
Start with building an instant cloud flow
1:52 Add the SharePoint Get Items action with an odata filter and limit top count
Manually trigger a flow > Search for SharePoint > Select Get Items
In the drop down choose the site and list name (ExpenseMaster)
In Advanced Options, select 'Top Count' to be 1; this is the quickest way
Run/test the flow
3:50 Looking at the flow output to understand the data and what you want to filter against
Go back to 'Get Items' then select and download Outputs file
5:40 Power Automate odata filter a date column
8:34 Creating a SharePoint list from existing list
Use SharePoint to create a list from an already existing list instead of manually creating one
Go to Settings > Site Content > New > List > From Existing List
Scroll through the column containing lists and select the list you are wanting to duplicate, in this case 'ExpenseMaster' list
Once creating, your list is now in the same format as your previous list - with no data yet
9:45 Create item in SharePoint via an Apply To Each loop
Edit your flow again to continue
Select New Step > Create Item (in SharePoint) > fill in your Site Address and List Name > Complete remaining fields
13:01 SharePoint Delete Item in Power Automate flow
15:40 Subtract from time and utcNow in Power Automate
17:26 Using a terminate action to make flow testing easier and faster
19:39 Change the trigger to Recurrence
Additional Learning
Power Platform University
Are you looking for full, personalized Power Platform training? Do you want a mentor to help guide you on your journey? Do you prefer real world content instead of academic concepts? Then Power Platform University from PowerApps911 is for you. Find out more here.
Power Platform for Sharepoint 201
Learn how to use Power Apps and Power Automate (Flow) with SharePoint Online. This course teaches you everything you need to know to start customizing today. See more course details here.
If you prefer to learn on your own, there is a downloadable app included with this video in out YouTube Resource Library for only $15/month!