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Archive List Items Older than 15 days based on Created Date to Archive List

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Posted on by SMHHoward

Hey there Power Automate gurus. I am looking for some assistance with creating a flow. I'm somewhat new to Power Automate/Power Apps but so far I've been a quick study (thanks Google) so forgive me for possibly using incorrect terminology.

I'm looking for a way to automatically archive items in a SharePoint List daily. I would like to copy items older than 15 days based on the 'Created' Date to an identical 'Archive' list and delete the original items. Every solution I've found through this site and google answers always leaves out important details to get it to work (or perhaps I'm not understanding).

I have the following hopes for this:

Run Daily (Recurrence) - Figured this out
Copy from Sharepoint List A to Sharepoint List B - Kinda figured this out but only single items at a time that I had to select
Threshold is 15 days based on the Created date column - Not a clue
Only move Items in 'Completed' or 'Denied' status (this is a column item for a Powerapps Dropdown) - Even less of a clue
Delete the original item from Sharepoint List A (again, only if in Completed or Denied status) - Kinda figured this out but got an error when it was trying to delete the item

I've mostly figured out the Recurrence, Get-Item, Created Item, and Delete Item portion of this. It's the Thresholds I'm stuck on.

I appreciate any and all help you can provide! Apologies if I missed a similar question/answer but I did spend quite some time finding something that was well-written enough to apply to my scenario.

EDIT: If an Admin is able to move this to the Flow Building area that would be swell. I thought I was in that forum when I asked my question but apparently not.

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Building flows

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VJR 7,635 on at

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--This post is now in the Building Flows section of Cloud Flows 🙂 --

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grantjenkins 11,063 Moderator on at

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Hopefully this is what you're after.

For this example, I'm using the following identical lists.

The full flow is below. I'll go into each of the actions.

Recurrence is set to run daily as what you already have.

Get items returns items from Projects List using the following Filter Query. The first two are related to the current status, and the last is subtracting 15 days from the current date/time and checking to see if the items are less than that date/time. This will ensure only the items we want to archive are returned.
(ProjectStatus eq 'Completed' or ProjectStatus eq 'Denied') and Created lt '@{addDays(utcNow(), -15)}'

Apply to each will iterate over each of the items and create the corresponding item in Projects List Archive then delete the item from Projects List.

Create item takes the data from Get items. Note that I also have an Approved column in my list which you can just ignore.

Delete item then removes the item using the ID from Get items.

The result of running the flow from this example is below:

Let me know if any questions, issues, etc.

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SMHHoward 6 on at

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This is exactly what I was looking for, thank you!

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jjcook 30 on at

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Hi there, this is super helpful, thank you!
However, I have come into an issue with the filter in the 'Get Item' step. This is what I have: (Status equals 'Completed') '@{addDays(utcNow(), -30)}'
Could you help me understand how I fix this please?

Thank you!

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