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Move items from one list to another when items total reach 1500

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Posted on by FilipC2

Hello Community,

I have 2 SP lists as follows:

1st list is a "database" of an PowerApps application and new items can be submitted into this list through the application;

2nd list is the archive of 1st one;

What i want to achieve is that when the database will reach over 1500 items to have this automated flow that will automatically move the oldest items from the database to the archive (e.g. database reached 1520 items - moves first 20).

I would appreciate some support if this can this be achieved.

Thank you in advance for you time.

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Building flows

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v-jefferni Microsoft Employee on at

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Hi @FilipC2 ,

In Get items action you can apply Order by and Top count to get the first 1500 entries from the list:

Then use an Apply to each and Create item in the other list. Next, in another Apply to each control delete items from Get items.

Best regards,

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FilipC2 on at

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HI @v-jefferni ,

Ty for you reply,
But won't this move the 1500 items ?
I want to always keep the last submitted 1500 item in the database list.

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v-jefferni Microsoft Employee on at

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Hi @FilipC2 ,

OK, I misunderstood your question. To reduce the flow running, I prefer to use below method:

Best regards,

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FilipC2 on at

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Hi @v-jefferni,

Seems like this is exactly what I need but don't know what I'm missing because it's giving me false result in the condition although i for sure have over 2000 entries in the database.

Is there something wrong in what i did ?

And another (off 😁) quick question, how can i change the filter query in get items action to look like yours ?

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v-jefferni Microsoft Employee on at

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Hi @FilipC2 ,

First please add a Compose action above the Condition control, use the same length expression in it and test the flow to know what's its result. For your question, I am using experimental features and probably you can turn it on in all Power Automate settings:

Best regards,

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FilipC2 on at

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Hi @v-jefferni,

I figure it out!
It was only checking the first 100 items in the list so i activated the pagination in get item action and entered a threshold of 2000 items and now it's working as it should.

Ty for your suggestion and also for experimental features tips 🙂

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