Trying to move whole row to a duplicate Archive list based on case status in a column with drop down options

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Posted on by _GBH_

Morning all

Is anyone able to point me in the right direction to achieve the above?

The only help topics I can find are based on more complicated flows which relate to archiving items based on dates/times. I simply need to be able to copy a whole row on to a archive list once it has been dealt with, so someone has manually chosen "completed" from a column in the original list. I need that original entry to be removed from the original list and copy to the achieve one.

🤞

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Amit_Sharma 1,569 Super User 2024 Season 1 on at

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Hi @_GBH_ , Are we facing any issue in achieving the said requirement? The requirement sounds okay.

I will recommend the following steps to achieve the requirement.
1. Configure the Flow to trigger on When Item is created or modified.
2. Add Trigger condition to only run if item is completed.
3. Add Item in the Target SharePoint list.
4. Delete item from the original list.

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_GBH_ 84 on at

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@Amit thank you for your reply. Yes, I have not been able to work out the steps to create it.

I have tried to follow your very clear steps and realise my query is a little more complicated... in the choose a value box, I need it to pick up on 4 of the options (those with "successful" in the choice) to move it to a particular archive list. Are you able to advise on that please?

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_GBH_ 84 on at

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One of my screenshots did not add.... these are the drop-down options I need it to action on.

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Amit_Sharma 1,569 Super User 2024 Season 1 on at

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Sure, @_GBH_ . I will require few details like internal name of field. Can you please hover over the field in condition and let me know what you see?

Also, would like to know if any of Successful option selection is enough or all four options required to be selected.

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_GBH_ 84 on at

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I chose the option which included value

I would need the trigger to happen when any of the 4 options with successful in the name were chosen. I then intend to make a new flow to capture cases which have 'Removal' in them, to go to a different archive list for removed cases. So, there will be one for successful ones and one for removed ones.

Thank you 🙂 @Amit_Sharma

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Amit_Sharma 1,569 Super User 2024 Season 1 on at

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Hello @_GBH_ , Please share better resolution image. I'm not able to see the required value.
We will add trigger condition to the first step of flow to run on Success options and will eliminate the requirement for Condition action altogether.

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_GBH_ 84 on at

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So sorry, I hadn't realised how bad it was!

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Amit_Sharma 1,569 Super User 2024 Season 1 on at

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Hi @_GBH_ , Please go to settings of first step in flow and use the below expressions in trigger conditions.

@or(equals(triggerBody()?['body/Caseclosedstatus/Value'],'Successful via HF'), equals(triggerBody()?['body/Caseclosedstatus/Value'],'Successful via HM'), equals(triggerBody()?['body/Caseclosedstatus/Value'],'Successful via FSS'), equals(triggerBody()?['body/Caseclosedstatus/Value'],'Successful via RGS'))

Above condition will make flow only trigger when Case Closed Status values is one the Successful values otherwise flow won't trigger. We can get rid of Condition to check if it is Success case once this is implemented. Please give it a try and let us know if it works as expected.

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_GBH_ 84 on at

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I made that update and have saved it. I cannot test the flow as it says I need at least one trigger and action in order to do so 🙂

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grantjenkins 11,063 Moderator on at

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Sorry to jump in here but was working on a similar issue for someone else so thought I'd offer the solution here. It would be a single flow that worked for both Successful and Removal options.

In this example I have the following lists (Cases, Cases Successful, Cases Removal).

Settings for Case closed status column in SharePoint.

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

When an item is created or modified is for the Cases list and has the following Trigger Condition. So, it will trigger if the option chosen starts with Successful or Removal covering all the options we care about.
@Anonymous(startsWith(triggerOutputs()?['body/Caseclosedstatus/Value'], 'Successful'), startsWith(triggerOutputs()?['body/Caseclosedstatus/Value'], 'Removal'))

Switch will look at the first word in the Option selected as the Case. It uses the following expression that will split the words by space, then get the first word, which will be either Successful or Removal.
first(split(triggerOutputs()?['body/Caseclosedstatus/Value'], ' '))

If the Case is equal to Successful, then it will Create a new item in the Cases Successful List using the values from the Trigger.

If the Case is equal to Removal then it will Create a new item in the Cases Removal List using the values from the Trigger.

And regardless of what option (Successful or Removal) it will then delete the item from the Cases List.

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