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Sharepoint Backups using Flow (Best Practice, Advice Needed)

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Hi,

Im just about to start my second project using the following microsoft packages (Sharepoint, Powerapps, Flow & Powerbi), Thankyou Microsoft Staff with you help the project was a success and it allowed us to keep cost down when tendering and reduce admin/Me in very remote and hot locations.

This first project managed to amass a total of around 5 Gigs of Data of many sites and subsites and lists, However we had one problem with a rather large list, that had around 80,000 Entries in over a year, all the lists worked fine 100% of the time except this list, this list became unstable three times and i had nothing but excuses. The people who use this data need it on a daily basis to charge the client and for me to earn a hassle free wage.

This new project will accrue on a good day roughly 900 Entries in this same sort of list (It records Truck loads) in a 24hour period and many of the other lists associated with this new larger project will quickly surpass the danger period (Trouble started around 50,000), My honest opinion is we had too much going on in that list (many calculated columns, a few too many invalid entries and too many people accessing it), im sending everyone to a PowerBi Dashboard and cutting the fat in the new list, i still do honestly believe Sharepoint is still a valid option however it needs to have two lists, one list will just show the last 100 Days and another list just collecting the data incase we get Audited (Rarely do we need to quickly look at data older than 2 months),

So my question is for the best method for backing up of a list.

What is my best options for backing up the data into a new list? The two option i could think of are

Should i create a calculated column using an If function that looks at data older than 100 days and says true and use a flow check the list and send all entries marked as true to another list?

Or do i use flow to look at the created date and if its -100 days send to the 2nd list and delete?

Or am i going about this the wrong way? Is there a better option?

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v-lin-msft 728 on at

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Re: Sharepoint Backups using Flow (Best Practice, Advice Needed)

Hi @shaneOZ,

I recommend that you back up the data over 100 days to the new list and clean up the data over 100 days in the original table. I will give you a screenshot of the configuration. You can refer to this flow to create your workaround:

Step1: Create a recurrence set as every day. Then Get the items of the original table.

Step2: Create a condition to filter the items 100 days ago in the original table
formatDateTime(item()?['Modified'],'yyyy-MM-dd') is less than addDays(utcNow(),-100,'yyyy-MM-dd')
Then create these over 100 days items in a new list, and delete these items in the original table.
You can have a try with it. If there is any problem, please contact us.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
v-lin-msft 728 on at

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Re: Sharepoint Backups using Flow (Best Practice, Advice Needed)

Hi @shaneOZ,

Currently, the largest unit of adjustment as a function of time is days in flow,

If you want to screen items from January 1 to June 30, you can add a condition to determine if the modification date is larger than January 1 and smaller than June 30.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Community Power Pla... on at

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Re: Sharepoint Backups using Flow (Best Practice, Advice Needed)

@v-lin-msft wrote:
Hi @shaneOZ,

Yes, you can set it at the action Get items by appending the number of Top Count.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thankyou curiously with the
addDays(utcNow(),-100,'yyyy-MM-dd')
am i able to modify that to say select the months from

1st of January to the 30th of june or similar to select 6months worth of data? im just thinking of trialing it on a large list i have?
v-lin-msft 728 on at

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Re: Sharepoint Backups using Flow (Best Practice, Advice Needed)

Hi @shaneOZ,

Yes, you can set it at the action Get items by appending the number of Top Count.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Community Power Pla... on at

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Re: Sharepoint Backups using Flow (Best Practice, Advice Needed)

@v-lin-msft wrote:
Hi @shaneOZ,

I recommend that you back up the data over 100 days to the new list and clean up the data over 100 days in the original table. I will give you a screenshot of the configuration. You can refer to this flow to create your workaround:

Step1: Create a recurrence set as every day. Then Get the items of the original table.

Step2: Create a condition to filter the items 100 days ago in the original table
formatDateTime(item()?['Modified'],'yyyy-MM-dd') is less than addDays(utcNow(),-100,'yyyy-MM-dd')
Then create these over 100 days items in a new list, and delete these items in the original table.
You can have a try with it. If there is any problem, please contact us.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Hi Thankyou for the response ive had time to test this,

and it works brillantly ive done large list moving around before and im curious to know of any limitations?

WIll this work with a large list of say 100,000 only sending a 1000 a day for example?