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Archive data from list to excel file in document library

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Posted on by dims12

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Hi,

I have a requirement where user will be adding the forecast quarterly data in SharePoint list.
I have set this up through power apps.
Now with start of new year they will be adding new forecast data. I want to archive the data based on year in an excel file in document library. I have a year column in SharePoint list. How can I archive only the last year data through the power automate?

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dims12 105 on at

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@SudeepGhatakNZ @Nived_Nambiar any help on this will be highly appreciated.

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Nived_Nambiar 18,136 Super User 2026 Season 1 on at

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Hi @dims12

So to just confirm - so archiving would be removing the previous year data from SharePoint and adding the same in excel file- am i correct ?

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dims12 105 on at

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Yes, in ideal scenario it should delete my old data.

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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@dims12

What do you Mean by New year?

Is it the financial year or calendar year?

From your question I think you want the data for 2023 to get archived when 2024 sets in.

Is that correct?

You can build a recurrence flow that runs start of each year on 1st Jan at 12:AM and queries SharePoint with a oData filter query in your Get items

'Your SharePoint date Field' lt utcNow()

This will return you all previous year data. Which you can delete by employing a loop.

Note: Get items will only return 500 records. If your data is more than that you will need to adjust the value.

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dims12 105 on at

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Thanks, I will try this and will let you know

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