Flow / Power Automate - SharePoint: Automate File Movement to an Archive Library Video
Learn to automate file movement in a SharePoint archive library using variables, conditional elements, and Power FX functions. Imagine maintaining source folder structure in the target library. Set up a recurring flow to retrieve and process files, and recreate the original structure in the archive library. This tutorial provides a comprehensive guide for efficient archiving between SharePoint libraries!
- 05:20
- 264 views
-
OneDrive - What is OneDrive ?
- 01:14
- Viewed 2453 times
-
Outlook - Create and modify a group
- 2:19
- Viewed 5253 times
-
OneDrive - Edit, Delete a Share
- 02:16
- Viewed 1514 times
-
Power BI - Introduction to Power Bi
- 1:29
- Viewed 6989 times
-
Teams Premium - Activate the features of Teams Premium
- 3:48
- Viewed 14614 times
-
Teams Premium - Optimize Teams Premium settings in Administration
- 1:27
- Viewed 3088 times
-
Viva Engage - The role of an administrator
- 2:22
- Viewed 5328 times
-
Create automatic reminders
- 4:10
- Viewed 8433 times
-
Introducing PowerAutomate
- 1:53
- Viewed 3966 times
-
Save Automatically an attachment
- 4:32
- Viewed 3426 times
-
Automate Teams notifications
- 3:32
- Viewed 3378 times
-
Create a Scheduled Flow with Power Automate
- 01:29
- Viewed 829 times
-
SharePoint: Link Microsoft Forms and Lists in a Power Automate Flow
- 04:43
- Viewed 516 times
-
Understand the Steps to Create a Power Automate Flow
- 01:51
- Viewed 488 times
-
Retrieve Data from a Web Page and Include it in Excel
- 04:35
- Viewed 468 times
-
Create an Instant Flow with Power Automate
- 02:18
- Viewed 430 times
-
Create an Approval Flow with Power Automate
- 03:10
- Viewed 425 times
-
Dropbox: Create a SAS Exchange Between SharePoint and Another Storage Service
- 03:34
- Viewed 422 times
-
Create an Automated Flow with Power Automate
- 03:28
- Viewed 418 times
-
Create a Desktop Flow with Power Automate from a Template
- 03:12
- Viewed 397 times
-
Access Power Automate for the Web
- 01:25
- Viewed 377 times
-
Create a Simple Flow with AI Copilot
- 04:31
- Viewed 369 times
-
The Power Automate Mobile App
- 01:39
- Viewed 353 times
-
Create a Flow Based on a Template with Power Automate
- 03:20
- Viewed 352 times
-
Excel: Link Excel Scripts and Power Automate Flows
- 03:22
- Viewed 324 times
-
Understand the Benefits of Power Automate
- 01:30
- Viewed 323 times
-
Understand the Specifics and Requirements of Desktop Flows
- 02:44
- Viewed 316 times
-
Add Conditional “Switch” Actions in Power Automate
- 03:58
- Viewed 292 times
-
Familiarize Yourself with the Different Types of Flows
- 01:37
- Viewed 285 times
-
Excel: List Files from a Channel in an Excel Workbook with Power Automate
- 04:51
- Viewed 284 times
-
Understand the Concept of Variables and Loops in Power Automate
- 03:55
- Viewed 262 times
-
Manipulate Dynamic Content with Power FX
- 03:59
- Viewed 261 times
-
Share Power Automate Flows
- 02:20
- Viewed 256 times
-
Discover the “Build Space”
- 02:26
- Viewed 246 times
-
Discover the Power Automate Home Interface
- 02:51
- Viewed 245 times
-
Leverage Variables with Power FX in Power Automate
- 03:28
- Viewed 237 times
-
Add Conditional “IF” Actions in Power Automate
- 03:06
- Viewed 229 times
-
Create automatic reminders
- 4:10
- Viewed 8433 times
-
Answering a scheduling poll
- 1:14
- Viewed 7167 times
-
Create a scheduling poll
- 4:12
- Viewed 5452 times
-
Discovering the interface
- 4:51
- Viewed 5288 times
-
Creating compartments to organise tasks
- 6:45
- Viewed 4751 times
-
Enrich tasks content
- 5:48
- Viewed 4484 times
-
Creating the project tasks
- 5:18
- Viewed 4471 times
-
Deleting a task, a compartment or a plan
- 3:25
- Viewed 4373 times
-
Use the scheduling poll dashboard
- 2:42
- Viewed 4345 times
-
Creating a project
- 3:49
- Viewed 4304 times
-
Advanced tasks
- 3:18
- Viewed 3823 times
-
Manage the most important tasks
- 1:38
- Viewed 3802 times
-
Planner and transverse applications
- 4:43
- Viewed 3782 times
-
Add dates and deadlines to your tasks
- 1:12
- Viewed 3763 times
-
Planner Tasks in To Do
- 1:52
- Viewed 3759 times
-
Organize your daily tasks
- 1:56
- Viewed 3695 times
-
Outlook tasks in To Do
- 2:51
- Viewed 3613 times
-
Save, publish, and share
- 2:22
- Viewed 3598 times
-
Create a new task in To Do
- 2:21
- Viewed 3563 times
-
Manage Your Working Time in MyAnalytics
- 0:34
- Viewed 3537 times
-
Setting delegates
- 0:34
- Viewed 3499 times
-
Intro to Microsoft To Do Interface
- 2:41
- Viewed 3494 times
-
Schedule sending emails in Outlook
- 0:54
- Viewed 3471 times
-
Create and share to-do lists with others
- 2:34
- Viewed 3449 times
-
Save Automatically an attachment
- 4:32
- Viewed 3426 times
-
What is Microsoft To Do?
- 0:45
- Viewed 3408 times
-
Automate Teams notifications
- 3:32
- Viewed 3378 times
-
Temporarily turn off notifications
- 0:23
- Viewed 3363 times
-
Customising the interface
- 3:10
- Viewed 3344 times
-
Manage permissions
- 1:10
- Viewed 3340 times
-
Displaying the progress of your plan
- 4:17
- Viewed 3339 times
-
Manage your availabilities
- 1:42
- Viewed 3298 times
-
Fill in your work schedules in Outlook
- 1:29
- Viewed 3295 times
-
Clutter
- 1:31
- Viewed 3214 times
-
Create and share lists with others
- 2:50
- Viewed 3142 times
-
Publish your Booking page
- 2:54
- Viewed 3045 times
-
Extensions
- 1:31
- Viewed 3042 times
-
Understanding the new interface
- 1:30
- Viewed 3024 times
-
Intro to Microsoft To Do on Mobile
- 2:06
- Viewed 3015 times
-
Manage Requests of Holidays and Leaves of Absences
- 0:58
- Viewed 3015 times
-
Save, publish, and share
- 2:24
- Viewed 3007 times
-
Remove a member from a group
- 0:29
- Viewed 3006 times
-
Check your day planning
- 0:30
- Viewed 2997 times
-
Create a meeting in the group calendar
- 1:12
- Viewed 2893 times
-
Shift and its imbrication with Teams
- 1:03
- Viewed 2873 times
-
The mobile App with Teams
- 0:48
- Viewed 2766 times
-
Redefine privacy for highly secure meetings
- 2:37
- Viewed 2762 times
-
Rank your custom lists into groups
- 0:56
- Viewed 2711 times
-
Add dates and deadlines to your tasks
- 1:17
- Viewed 2674 times
-
Immersive Reader
- 2:51
- Viewed 2648 times
-
The Outlook tasks in To Do
- 2:47
- Viewed 2647 times
-
Quickly find your files
- 2:07
- Viewed 2647 times
-
Pin your important files
- 0:34
- Viewed 2534 times
-
Organize your daily tasks
- 2:19
- Viewed 2454 times
-
Progressive Web Apps
- 3:11
- Viewed 2441 times
-
Install Office on your smartphone
- 1:02
- Viewed 2418 times
-
Manage the most important tasks
- 1:28
- Viewed 2381 times
-
Create video chapters
- 0:52
- Viewed 2344 times
-
Take ownership of the taskbar
- 2:10
- Viewed 2339 times
-
Virtual Appointments
- 1:44
- Viewed 2294 times
-
Planner Tasks in To Do
- 1:49
- Viewed 2255 times
-
Overall view of your licences and subscription
- 0:46
- Viewed 2237 times
-
Create a new task in To Do
- 2:21
- Viewed 2204 times
-
Rank your custom lists into groups
- 0:51
- Viewed 2172 times
-
Break up lengthy surveys and quizzes into sections
- 2:24
- Viewed 2168 times
-
Preparing for time away from the office
- 1:24
- Viewed 2144 times
-
View events
- 2:21
- Viewed 1551 times
-
Edit, Delete a Share
- 02:16
- Viewed 1514 times
-
Use Connectors to Receive Notifications
- 0:48
- Viewed 947 times
-
Use the filter pane in a library
- 2:00
- Viewed 933 times
-
Manage Storage Spaces on Teams
- 2:05
- Viewed 914 times
-
Pin a document to the top of a document library
- 1:32
- Viewed 891 times
-
Centralize Important Events in a Single Channel Calendar
- 0:42
- Viewed 875 times
-
Filter Your Document Display
- 1:10
- Viewed 849 times
-
Create a Scheduled Flow with Power Automate
- 01:29
- Viewed 829 times
-
Organize Your Messages with Rules
- 02:01
- Viewed 606 times
-
Use Document History or Restore a Document to a Previous Version
- 02:11
- Viewed 529 times
-
SharePoint: Link Microsoft Forms and Lists in a Power Automate Flow
- 04:43
- Viewed 516 times
-
Use Recycle Bins to Restore Documents
- 01:49
- Viewed 510 times
-
Grant delegate access in Microsoft 365 administration
- 01:23
- Viewed 491 times
-
Understand the Steps to Create a Power Automate Flow
- 01:51
- Viewed 488 times
-
Use Documents in a Synchronized Library Folder
- 01:32
- Viewed 479 times
-
Create your reservation page for appointment booking (Bookings)
- 03:17
- Viewed 475 times
-
Retrieve Data from a Web Page and Include it in Excel
- 04:35
- Viewed 468 times
-
Edit or delete an appointment, meeting or event
- 01:50
- Viewed 465 times
-
Manage Storage Space
- 02:08
- Viewed 448 times
-
Discover the Meaning of OneDrive Icons
- 02:16
- Viewed 430 times
-
Create an Instant Flow with Power Automate
- 02:18
- Viewed 430 times
-
Create an Approval Flow with Power Automate
- 03:10
- Viewed 425 times
-
Sync OneDrive with a Computer
- 02:38
- Viewed 424 times
-
Dropbox: Create a SAS Exchange Between SharePoint and Another Storage Service
- 03:34
- Viewed 422 times
-
Create an Automated Flow with Power Automate
- 03:28
- Viewed 418 times
-
Synchronize Your Teams and SharePoint Files on Your Computer
- 01:29
- Viewed 398 times
-
Create a Desktop Flow with Power Automate from a Template
- 03:12
- Viewed 397 times
-
Power and Manage OneDrive
- 01:36
- Viewed 394 times
-
Recall or replace an e-mail message
- 01:45
- Viewed 391 times
-
Manage new message notifications
- 01:40
- Viewed 382 times
-
Create different types of events
- 01:46
- Viewed 380 times
-
Create an appointment or meeting
- 01:44
- Viewed 378 times
-
Access Power Automate for the Web
- 01:25
- Viewed 377 times
-
Set Your Work Hours in Outlook
- 02:02
- Viewed 376 times
-
Create a Meeting Poll
- 02:48
- Viewed 374 times
-
Use the Meeting Dashboard
- 02:48
- Viewed 372 times
-
Create a Simple Flow with AI Copilot
- 04:31
- Viewed 369 times
-
The Power Automate Mobile App
- 01:39
- Viewed 353 times
-
Create a Flow Based on a Template with Power Automate
- 03:20
- Viewed 352 times
-
Presentation and introduction to the calendar
- 01:35
- Viewed 344 times
-
Create a task or reminder
- 01:50
- Viewed 335 times
-
Create an Email Template
- 01:40
- Viewed 332 times
-
Change the default font of your emails
- 01:05
- Viewed 325 times
-
Excel: Link Excel Scripts and Power Automate Flows
- 03:22
- Viewed 324 times
-
Create a task from a message
- 02:00
- Viewed 323 times
-
Understand the Benefits of Power Automate
- 01:30
- Viewed 323 times
-
Manage Views
- 02:36
- Viewed 322 times
-
Send Automatic Out-of-Office Replies
- 02:22
- Viewed 320 times
-
Understand the Specifics and Requirements of Desktop Flows
- 02:44
- Viewed 316 times
-
Use the Scheduling Assistant
- 01:42
- Viewed 313 times
-
Delay Email Delivery
- 01:10
- Viewed 307 times
-
Use a Shared Mailbox
- 01:18
- Viewed 304 times
-
Calendar Delegation Setup
- 01:21
- Viewed 302 times
-
Mailbox Delegation Setup
- 01:59
- Viewed 292 times
-
Add Conditional “Switch” Actions in Power Automate
- 03:58
- Viewed 292 times
-
Automate Routine Actions
- 02:19
- Viewed 291 times
-
Create and Manage Appointments in Delegated Calendars
- 02:04
- Viewed 285 times
-
Familiarize Yourself with the Different Types of Flows
- 01:37
- Viewed 285 times
-
Excel: List Files from a Channel in an Excel Workbook with Power Automate
- 04:51
- Viewed 284 times
-
View Other Calendars
- 00:50
- Viewed 283 times
-
Use Categories
- 02:51
- Viewed 281 times
-
Use Conversation View
- 01:47
- Viewed 277 times
-
Respond to invitations as a delegate
- 02:55
- Viewed 277 times
-
Clean Up Your Inbox
- 01:18
- Viewed 273 times
-
Streamline Note-Taking with OneNote and Outlook
- 01:03
- Viewed 271 times
-
Display Three Time Zones
- 01:52
- Viewed 269 times
-
Understand the Concept of Variables and Loops in Power Automate
- 03:55
- Viewed 262 times
-
Manipulate Dynamic Content with Power FX
- 03:59
- Viewed 261 times
-
Easily Sort Your Mails
- 01:38
- Viewed 257 times
-
Share Power Automate Flows
- 02:20
- Viewed 256 times
-
Respect Your Colleagues' Off Hours (Viva Insights)
- 01:27
- Viewed 251 times
-
Discover the “Build Space”
- 02:26
- Viewed 246 times
-
Discover the Power Automate Home Interface
- 02:51
- Viewed 245 times
-
Leverage Variables with Power FX in Power Automate
- 03:28
- Viewed 237 times
-
Add Conditional “IF” Actions in Power Automate
- 03:06
- Viewed 229 times
-
Introduction to PowerBI
- 00:60
- Viewed 267 times
-
Introduction to Microsoft Outlook
- 01:09
- Viewed 253 times
-
Introduction to Microsoft Insights
- 02:04
- Viewed 247 times
-
Introduction to Microsoft Viva
- 01:22
- Viewed 281 times
-
Introduction to Planner
- 00:56
- Viewed 259 times
-
Introduction to Microsoft Visio
- 02:07
- Viewed 325 times
-
Introduction to Microsoft Forms
- 00:52
- Viewed 264 times
-
Introducing to Microsoft Designer
- 00:28
- Viewed 387 times
-
Introduction to Sway
- 01:53
- Viewed 342 times
-
Introducing to Word
- 01:00
- Viewed 246 times
-
Introducing to SharePoint Premium
- 00:47
- Viewed 234 times
-
Create a call group
- 01:15
- Viewed 413 times
-
Use call delegation
- 01:07
- Viewed 200 times
-
Assign a delegate for your calls
- 01:08
- Viewed 380 times
-
Ring multiple devices simultaneously
- 01:36
- Viewed 204 times
-
Use the "Do Not Disturb" function for calls
- 01:28
- Viewed 206 times
-
Manage advanced call notifications
- 01:29
- Viewed 212 times
-
Configure audio settings for better sound quality
- 02:08
- Viewed 340 times
-
Block unwanted calls
- 01:24
- Viewed 248 times
-
Disable all call forwarding
- 01:09
- Viewed 230 times
-
Manage a call group in Teams
- 02:01
- Viewed 251 times
-
Update voicemail forwarding settings
- 01:21
- Viewed 202 times
-
Configure call forwarding to internal numbers
- 01:02
- Viewed 206 times
-
Set call forwarding to external numbers
- 01:03
- Viewed 225 times
-
Manage voicemail messages
- 01:55
- Viewed 342 times
-
Access voicemail via mobile and PC
- 02:03
- Viewed 377 times
-
Customize your voicemail greeting
- 02:17
- Viewed 202 times
-
Transfer calls with or without an announcement
- 01:38
- Viewed 263 times
-
Manage simultaneous calls
- 01:52
- Viewed 228 times
-
Support third-party apps during calls
- 01:53
- Viewed 282 times
-
Add participants quickly and securely
- 01:37
- Viewed 213 times
-
Configure call privacy and security settings
- 02:51
- Viewed 211 times
-
Manage calls on hold
- 01:20
- Viewed 216 times
-
Live transcription and generate summaries via AI
- 03:43
- Viewed 220 times
-
Use the interface to make and receive calls
- 01:21
- Viewed 208 times
-
Action Function
- 04:18
- Viewed 209 times
-
Search Function
- 03:42
- Viewed 257 times
-
Date and Time Function
- 02:53
- Viewed 270 times
-
Logical Function
- 03:14
- Viewed 416 times
-
Text Function
- 03:25
- Viewed 268 times
-
Basic Function
- 02:35
- Viewed 226 times
-
Categories of Functions in Power FX
- 01:51
- Viewed 270 times
-
Introduction to Power Fx
- 01:09
- Viewed 267 times
-
The New Calendar
- 03:14
- Viewed 456 times
-
Sections
- 02:34
- Viewed 238 times
-
Customizing Views
- 03:25
- Viewed 232 times
-
Introduction to the New Features of Microsoft Teams
- 00:47
- Viewed 523 times
-
Guide to Using the Microsoft Authenticator App
- 01:47
- Viewed 287 times
-
Turn on Multi-Factor Authentication in the Admin Section
- 02:07
- Viewed 201 times
-
Concept of Multi-Factor Authentication
- 01:51
- Viewed 271 times
Objectifs :
This tutorial aims to teach you how to automate the movement of files in a SharePoint archive library, taking into account various constraints. You will learn to use variables, conditional elements, and Power FX functions to create a recurring flow that organizes files based on their age while maintaining the original folder structure.
Chapitres :
-
Introduction to File Automation
Welcome to this tutorial where you will learn to automate the movement of files in an archive library. This process involves a more complex flow that must consider a series of constraints. -
Understanding the Task
In this video, you will use variables, conditional elements, and Power FX functions. Imagine needing to move files from a folder in a SharePoint library based on their age. The goal is to move these files while maintaining the source folder and file structure, ensuring an identical organization of your content in the target library, which is your archive library. -
Setting Up Your SharePoint Libraries
In this SharePoint site, you will find a standard library named 'Documents' containing a folder titled 'Files to Move.' This folder has a series of files of varying ages. Optionally, you can add a column for the file creation or modification date, which isn’t shown by default. Your second library, named 'Archives,' is currently empty and will need to be automatically populated. -
Creating a Recurring Flow
To begin, you will initiate a recurring flow that runs on the first of each month at 6 a.m. The first action will be to retrieve files from the folder containing potential files to be moved. While you could process the entire contents of your document library, this tutorial will focus on a specific folder. -
Configuring Advanced Settings
Enable advanced settings to apply a query that limits the flow to the chosen folder, including files in the subfolders. Enter the parameters related to nested items and specify the folder to be processed. In this example, you will only move files created two years ago or more. -
Setting Filter Criteria
The filter query will specify this criterion. Enter the name of the created column for the file creation date. You can also use 'modified' for the date of the last modification of the file. Set your criterion to 'le' (less than or equal) and enter an apostrophe to reference your deadline relative to the file creation date. -
Using Power FX Functions
Use the Power FX button to enter a formula that references the current date (UTC now) associated with the 'A day' function, defining minus 730 days (about two years). This will allow you to subtract 730 days from the current date. -
Processing Files
When SharePoint lists the files, it will include the names of the subfolders. To recreate the original structure in your archive library, constrain this action by adding a query parameter that excludes folder-type objects from the result. Initialize a text variable named 'folder' and populate it during future processing. -
Looping Through Files
Files dated over two years will be listed. Begin their processing by initializing an 'Apply to Each' loop that retrieves the dynamic content body value, which is the list of items to process. Within the loop, populate your 'folder' variable by retrieving the access path of each file. -
Managing File Paths
Choose the action related to variables to set your 'folder' variable. The access path of the file to be moved will contain the name of the library 'Shared Documents' and the subfolder 'Files to Move.' Use a Power FX formula to replace this path with empty space in your variable to retrieve only the relative path inside the folder to be processed. -
Handling Folder Structure
The last character of your 'folder' variable will contain a slash, which will cause an issue when moving the file to be archived. Use the 'slice' function to retrieve the path string from position index zero to index minus one, corresponding to the slash to be removed. If the file is at the root of your 'Files to Move' folder, the variable will contain empty space; otherwise, it will contain the path of the folder where the file is placed. -
Creating Folders in SharePoint
Manage an 'if' condition to test if the 'folder' variable is empty. If so, add the SharePoint action to create folders in your SharePoint site within your archives library, using the relative path of the folder corresponding to the file being processed. -
Moving Files to Archive
After creating or not creating the folder, still within the loop, add the action to move the processed file. Refer to the file to be moved by its complete original path and set the destination folder corresponding to your archives library, followed by the path stored in your variable. If another file already exists, choose to replace it. -
Conclusion
Finally, save and test your flow. Files over two years old will be moved to the root of your archives library, and for files stored in subfolders, the original structure will be recreated. This is how to create a complete archiving flow between SharePoint libraries.
FAQ :
What is the purpose of automating file movement in SharePoint?
Automating file movement in SharePoint helps maintain organization, ensures timely archiving of old files, and reduces manual effort in managing file storage.
How do I set up a recurring flow in Power Automate?
To set up a recurring flow in Power Automate, you can use the 'Recurrence' trigger, specify the frequency (e.g., monthly), and set the time for the flow to run.
What are Power FX functions?
Power FX functions are formulas used in Microsoft Power Platform to perform calculations, manipulate data, and automate tasks within applications.
How can I filter files based on their creation date in SharePoint?
You can filter files based on their creation date by using a filter query in your flow that specifies the date criteria, such as files created two years ago or more.
What should I do if a file already exists in the destination folder?
If a file already exists in the destination folder, you can choose to replace it during the file movement process in your flow.
Quelques cas d'usages :
Automating Document Archiving
In a corporate environment, a company can automate the archiving of old project files from a SharePoint library to an archive library. By setting up a flow that runs monthly, the company ensures that all files older than two years are moved, maintaining the original folder structure, which helps in easy retrieval of archived documents.
Managing Compliance Records
A legal firm can use this automated flow to manage compliance records by moving files that are no longer active to an archive library. This helps in keeping the active library clutter-free while ensuring that all compliance documents are stored securely and can be accessed if needed.
Streamlining File Organization
An educational institution can implement this flow to regularly archive student records and course materials that are no longer in use. By automating the process, the institution can ensure that their document library remains organized and that important historical data is preserved in an accessible manner.
Glossaire :
SharePoint
A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.
Power FX
A low-code programming language used in Microsoft Power Platform to create custom business logic and automate processes.
Flow
A feature in Microsoft Power Automate that allows users to automate workflows between applications and services.
UTC
Coordinated Universal Time, a time standard that is the basis for civil timekeeping worldwide.
Variable
A storage location identified by a name that can hold data which may change during the execution of a program.
Loop
A programming construct that repeats a block of code as long as a specified condition is true.
If Condition
A conditional statement that executes a block of code if a specified condition is true.
Folder Structure
The organization of folders and subfolders within a file system, which helps in managing and locating files.
Filter Query
A set of criteria used to limit the data retrieved from a database or service based on specific conditions.