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Workflow needed to help free up space in sharepoint library

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Posted on by CU07021523-0

Hi:

I'm using the Microsoft Power Automate web version for Windows 11 OS. Here is my need: I have a list of document names and extensions in an Excel table located in One Drive. Both the file names and the extensions are in the same table column, they are not in separate columns. The document names in this Excel table list correspond to MS Word documents (.docx) that may exist, may not exist, or may be checked out or locked for editing in a Sharepoint library. This Sharepoint library has thousands of documents and I need to free up some space. I need a Power Automate workflow that reads each document name from the Excel table list and then looks for the document in the Sharepoint library. If the document is found in the Sharepoint library, then the document needs to be deleted. If the document is not found or if the document is checked out or locked for editing, the document should be skipped for the next one in the Excel table list. Finally, create a list of all document names that were skipped because the documents were checked out or locked for editing.

Thanks

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Scott_itD Community Manager on at

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Hi @CU07021523-0,

Thanks for posting! To help our community better assist you, what steps have you tried yourself and where are you getting stuck with your workflow?

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CU07021523-0 6 on at

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Hi Scott:

I started with a manually triggered flow, followed by an Excel's List rows present in a table to look for the list of documents in the Excel table. Then I am entering an Apply to each loop. Inside the loop I started with a Compose to check that each document name is being processed. Until that point all is fine. After the compose inside the loop I am trying to use sharepoint's Get files (properties only) with filter query FileLeafRef eq to the previous compose output. It is in this step when I run the flow that results seem not to be working for me. I put another compose after the Get files and the output after I test the flow is an empty array.

My idea was to get file properties to go into a condition to check for checked out files first and then to delete the files that were found. Here is a picture of how the flow looks so far.

Thanks

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Expiscornovus 33,828 Most Valuable Professional on at

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Hi @CU07021523-0,

Does the list of documents include the file extension? In other words does the Excel table have document1 or document1.docx?

Additionally, can you share the configure of your Get files (properties only) action?

Does the Filter Query field configuration look like the below?

Happy to help out 😁

I share more #PowerAutomate and #SharePointOnline content on my Blog, LinkedIn, Bluesky profile or Youtube Channel

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CU07021523-0 6 on at

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Hi Expiscornovus;

To answer your question, the Excel table contains one single column in the document1.docx format.

My Get Files (properties only) settings are the following:

Thanks

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