Archiving cases on Sharepoint

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Posted on by Amaya2013

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Hi Guys,

I'm new to Power automate and need your help with archiving cases on sharepoint site.

Only cases with certain criteria can be considered for archiving. The Modified date criteria should be older than 6 months .

Any help will be much appreciated.

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @Amaya2013,

Just to double check. Is a case a single file in a document library?

If that is the case (pun intended 😁) you could use a Get files (properties only) type of action with a Filter Query to double check which case are eligible for archiving. https://learn.microsoft.com/en-us/connectors/sharepointonline/#get-files-(properties-only)

After that you can use a Copy file action to move it to your local file system. However, you will need a gateway to be able to connect to your local file system though, https://learn.microsoft.com/en-us/connectors/filesystem/#copy-file

Lastly, you would delete when it has been successfully copied over to the file system.

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Amaya2013 103 on at

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@Expiscornovus - Thanks for your response. I've used Get Files (Properties only) action to get details about cases that need to be archived.

Now as you suggested I'm using Copy File action to move the cases from one folder to another before deleting them . I'm unsure what to select under "Files to copy" as below. Hope you can help me with this! Thanks

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Amaya2013 103 on at

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@Expiscornovus - I'm using the below "Copy File" action but it's throwing an error:

Any help will be much appreciated.

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @Amaya2013,

Sorry, my bad. I made the wrong suggestion 😅.

That is the Copy File action of the SharePoint connector. It should have been the Create File action of the File System connector, that is a different action.

In order to use that Create File you will also need a Get File Content action. That action can use the Identifier field.

Below is an example

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Amaya2013 103 on at

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@Expiscornovus - Thanks, I've tried as you suggested but getting below error message :

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @Amaya2013,

What did you use in the Site Address and File Identifier fields of the Get file Content action?

Btw, I also see you have used the Create file action from the OneDrive for Business connector. I was talking about a different action in my suggested approach.

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Amaya2013 103 on at

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Sorry, In Create file (File System) , What should be the connection name? Thanks

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @Amaya2013,

That would be details of the local machine, which can access the local folder on that machine.

Like mentioned in one of my earlier replies, this does require a setup of a gateway:

https://learn.microsoft.com/en-us/data-integration/gateway/service-gateway-install

Apologies if that wasn't clear.

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Amaya2013 103 on at

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Thanks @Expiscornovus - What I'm trying to do is copying the files from one folder on sharepoint to another folder (Archive) on sharepoint so basically Get file content and Create file both use sharepoint . Not sure why it's throwing an error message as below:

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @Amaya2013,

In your opening post you mentioned you want to archive it on C:\Archived-Cases, which is a path of a folder on a local drive letter C. That made your question a bit confusing for me. 😅

Thanks for clarifying your requirements. Moving a file from a SharePoint Online library to a folder in another SharePoint Online library is easier and doesn't require a gateway.

Try something like the below

1. Make sure you use the Identifier dynamic content field in the File to Move field of the Move File action

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