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
159 views

00:00:05

automate the movement of files in an archive library.

00:00:09

This more complex flow will have to take into account a series of constraints.

00:00:14

In this video, you will use variables, conditional elements and power FX functions

00:00:21

to start

00:00:22

imagine that you need to move files from a folder in a sharepoint library.

00:00:26

Depending on the age of the files,

00:00:28

you will need to move them while maintaining the source folder and file structure

00:00:32

to keep an identical organization of your content in the target library.

00:00:36

That is your archive library. In

00:00:39

this sharepoint site,

00:00:40

you will find a standard library named documents in

00:00:43

which there is a folder titled files to move

00:00:47

this folder contains a series of files of varying ages.

00:00:51

You can optionally add a column for the file

00:00:53

creation or modification date which isn't shown by default.

00:00:58

Your second library named archives is currently completely

00:01:02

empty and will need to be automatically populated

00:01:06

to begin.

00:01:07

You will initiate a recurring flow that will run on the first of each month at 6 a.m.

00:01:19

The first action will be to retrieve

00:01:21

the files from the folder containing the potential

00:01:23

files to be moved while you could process

00:01:26

the entire contents of your document library.

00:01:28

In this tutorial, we will limit ourselves voluntarily to a specific folder.

00:01:34

Enable advanced settings to apply a query that will limit the flow to the

00:01:37

chosen folder while including the files in the sub folders of the targeted folder.

00:01:43

Then enter the parameters related to nested items

00:01:46

and specify the folder to be processed.

00:01:48

In

00:01:49

this example, we will only move files created two years ago or more.

00:01:54

The filter query will specify this criterion.

00:01:57

Enter the name of the created column for the file creation date.

00:02:01

You can also use modified for the date of last modification of the file.

00:02:06

Then set your criterion to le meaning less or equal.

00:02:11

You will then enter an apostrophe to reference

00:02:13

your deadline relative to the file creation date.

00:02:17

Use the power FX button and enter the

00:02:20

following formula which allows referencing the current date UTC

00:02:24

now associated with the A day function by defining minus 730 days or about two years.

00:02:32

Concretely. In this example, you will subtract 730 days from the current date.

00:02:39

When SharePoint lists the files, it will include the names of the sub folders.

00:02:43

In the result,

00:02:44

you will need to constrain this action by adding

00:02:46

a query parameter excluding folder type objects from the result

00:02:52

to recreate the original structure in your archive library, initialize a text,

00:02:57

variable named folder and populate it during future processing

00:03:02

the files dated over two years are listed,

00:03:05

begin their processing by initializing a apply to each

00:03:08

loop that will retrieve the dynamic content body value,

00:03:12

which is the list of items to process.

00:03:15

Always within the loop. Populate your folder.

00:03:18

Variable by retrieving the access path of each file.

00:03:21

Choose the action related to variables to set your folder. Variable.

00:03:27

Note several technical elements here,

00:03:30

the access path of the file to be moved

00:03:32

will contain the name of the library shared documents

00:03:35

as well as the sub folder files to move,

00:03:39

use a power FX formula to replace this path with empty space in your

00:03:43

variable to retrieve only the relative path inside the folder to be processed.

00:03:51

Another important point,

00:03:52

the last character of your folder variable will contain a slash which

00:03:57

will cause an issue when moving the file to be archived.

00:04:00

Use the slice function to retrieve the path string from position index

00:04:04

zero to index minus one corresponding to the slash to be removed.

00:04:10

If the file is at the root of your files to move folder,

00:04:13

the variable will contain empty space.

00:04:16

Otherwise it will contain the path of the folder where the file is placed.

00:04:21

Manage an if condition testing if the folder variable is empty.

00:04:27

If so add the SharePoint action to create folders to

00:04:31

create in your SharePoint site within your archives library.

00:04:35

The relative path of the folder corresponding to the file being processed

00:04:41

after creating or not the folder still within the loop.

00:04:44

Add the action to move the processed file,

00:04:46

refer to the file to be moved by its complete original path and set the

00:04:50

destination folder corresponding to your archives library followed

00:04:55

by the path stored in your variable.

00:04:57

If another file already exists, choose to replace it,

00:05:01

finally save and test

00:05:05

files over two years old will be moved to the root of your archives library

00:05:09

for files stored in sub folders. The original structure will be recreated.

00:05:14

This is how to create a complete archiving flow between sharepoint libraries.

Mandarine AI: CE QUI POURRAIT VOUS INTÉRESSER

RELATED COURSES This video is part of the following courses

174 Views

Microsoft Video Training Power Automate – From discovery to mastering automation

Boost your productivity with our Power Automate course! Learn to automate your tasks and seamlessly integrate various Microsoft 365 services...

ALL COURSES