Moving multiple documents based on time and metadata value

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Posted on by Hiyoru

Hi,

I have some trouble to implement a flow for a SharePoint Library (without folders).

I would like to create a flow which send an email with options to the creator of a file, when this file is not modified since X time. The mail will ask if he wants to archive it or not. If yes, the flow would get all the documents (not only the file which is not modified since X) with the same metadata value (here, a dossier nummer) and archive them.

I succeeded in sending an email with options when the file is not modified since X and then move the document, but I am unable to :

1) Send a single email with option for multiple documents (which means having one mail for all documents with the same dossier nummer instead of one by document).

2) Move multiple documents at once from the "active" library to the archive one via Flow.

The goal is to not have parts of dossier in the active library and part in the archive library, but instead move all at once.

Does anyone have a solution ?

Thanks a lot,

Caroline

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Building flows

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v-yuazh-msft Microsoft Employee on at

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Hi @Hiyoru,

Please share more details about your troubles so we would try to provide a proper workaround for you.

Best regards,

Alice

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Hiyoru 2 on at

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Dear Alice,

I apologise for the late answer.

I will try to be clearer about my problem.

I want a flow to run every year. Every year, this flow will get all documents that are older than 5 years. Once the flow has those documents, he gets all documents with the same metadata value (a folder number) that the ones which are older than 5 years. So, it includes documents younger than 5 years. Then, it sends ONE mail asking what to do (move them in another library or let them there) with all documents with, let's say, the number 257. If the option chosen is to move, the Flow move all documents at once in the other libray. If not, it does nothing more and runs again the next year.

Is there anyway to achieve that?

Best regards,
Hiyoru

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