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When item is created - Archive items on secondary SharePoint list into a SharePoint third list when specified criteria met

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Posted on by Community Power Pla...

Hello,
I have two SharePoint list (Detailed below). I am trying to build a flow that when a item is created in one SharePoint list it archives items from a secondary list into a third list. However, This would only archive items with matching details and before date stated in first list.

When a item is added the the warnings list I need it to check the the Unauthorised Absence list for a matching employee number/ID then archive any items with a matching employee number/ID when the date of absence in the Unauthorised absence list is before the Date meeting held in the warnings list.

I am new to power automate so any help would be greatly appreciated. If any further information is required please let me know.

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Building flows

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EEasterday 52 on at

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I would use the sharepoint "When an item is created" trigger to start the flow when a record is created in the warnings list. This will give you the data for the row that was created as well (i.e. the employee ID). The next action could be Sharepoint "get items" which would be pointed to the unauthorized absence list, and you could use the "filter query" to find only items associated with the employee ID that triggered the flow (i.e. employeeNumber eq (insert dynamic content for employeeID from trigger)). From there you could use a condition to check if the "date of absence"(dynamic content from"get items") is less than the "date meeting held"(dynamic content from your trigger).
To accomplish the archive function, you would then "create item" into your desired list, and "delete item" from the original place after that.

You may run into an error if your unauthorized absence list doesn't contain any matching records, if you do, you could add another condition to either continue with the rest of the flow if data is returned, or stop the flow if no data is found.

Hope this helps! Let me know what you work out!

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Community Power Pla... on at

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Worked perfectly thank you for your help

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