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Moving Files into another folder in Teams channel and revoking edit access for users for older files

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Posted on by Sidhant_02

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Hi everyone,
Previously I had created a automated flow (that gets triggered every Monday morning) which contains all employee details (like name, email and dates of the current week excluding weekends). The employee information was retrieved from a Teams group and the excel file was shared in the Teams channel (named: Attendance), the flow looked like this:

(The varcounter acts like a counter to count the members, initially I am creating the excel file in my OneDrive and then in Microsoft Teams group).
In the teams channel the files are uploaded as follows:

So as you can see all the files are reside here (the highlighted file is the latest one i.e. for the current week) but currently the structure looks a bit messy that is every week the user explicitly has to order the files (by clicking on Modified) so the latest file comes at top, instead I was thinking is there a way that we can move all the files except the latest one into an Archive folder and only the latest file (currently : Attendance_15_04_2024.xlsx at root level and all the other files in another folder) like:

And all the files that are in archive should not be editable to users (except Owner which incase is me). So I thought about a way like constructing a recurrence flow (automated flow) that runs on every Monday but after some time (like my first flow runs around 9:30 am so this flow can run around 10 am to avoid any issues) and then compare all the file creation date/modified date with current date if it matches then skip that file (don't move it) else move it to the sub-folder (Here its named Folder/Archive folder)
So I was thinking of some expression like:

['LastModified'],'yyyy-MM-dd'),formatDateTime(utcnow(),'yyyy-MM-dd')

But not sure whether it is correct. The excel file that gets generated looks as follows:

And the automated message that is sent in the Teams channel every start of the week (Monday morning)

And once the file is moved into the Archive folder : They should not be editable to the users/members of the Teams channel (except the owner: which in this case will be me), so for this do we need to create 2 different flows one to move files into archive folder and other to revoke permissions or can it be done in flow itself?.

If anyone has any idea about the same please do let me know, it will be helpful.
(Also I have posted another query which is related to the same use case if you guys can have a look it will help: SubQuery)

Regards,
Sidhant

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Building flows

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Jordan-Ryan 112 on at

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Hey Sidhant,

A Team channel Folder Location is simply a SharePoint Folder location.

To find your location go to your channel and files and find the Open in SharePoint button.
You should now know your share point folder for your existing files and then you can also do this for your Archive.

You can then use this template to move from one folder to another:
Move files from one SharePoint folder to another | Microsoft Power Automate

Now onto your second point about making these read only. We simply need to manage the Sharepoint folder permissions for the Archive Folder.

So on the sharepoint site for the Archive Folder go back to Documents, find your archive folder and click the 3 dots on the right, you should then see a list like below in which you can select Manage access:

in here there should see groups called Owners, Members and Visitors.

Owners will have Edit Access and you cannot change this, Visitors will have View Access only and Members will have Edit Access.

So you need to click on Can edit button:

Expand the Direct Access: can edit (if its not already expanded). Then you can change the permissions to Can view.

You then just need Apply this change and then members of the Team can only view any files in the Archive Folder.

Hopefully this is a viable solution.
Sidhant_02 986 on at

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Hi @Jordan-Ryan ,
Thanks for the response I will check it, just had one doubt. Currently the files are created in Documents-General section which is
So let's say next week on 22/04/2024 when the flow will be triggered at that moment except the latest file which will be : 'Attendance_22_04_2024' all the other files should be moved to the archive folder so how will this check be done in the template that you shared in your reply.

(The template that you mentioned has 3 action items as shown above) so where do I need to specify the source which will be : Documents-> General (In Attendance Teams channel) and the destination would be: Documents-> General->folder (archive). And this flow should run at the start of week (like the original flow which creates the work mode attendance sheet but after some time like around 10 am) and move all the files except the file that is generated most recently

Regards,
Sidhant
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Jordan-Ryan 112 on at

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Hi Sidhant,

If you want a full solution for the moving of the folder weekly I would use the following and make sure it runs before your current automation.

First set a recurrence which is before your other Automation:
You then want to get the files in the folder:
Site address would be your teams sharepoint site. File Identifier would be the General folder you found earlier (This is the default Channel folder).

I would create the Archive Folder Under Documents instead of General as we will be taking everything from this file path and moving it to the Archive.

In your Foreach you would use the body from the get files.
Then inside the for each we would use the Move File step.
This is what you need to pick up items('Foreach')?['Id']

Both site addresses should be your sharepoint site again, then in the Destination folder you should find your new Archive folder.

Hopefully this is more of a whole solution rather than a guideline.
Sidhant_02 986 on at

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Thank you @Jordan-Ryan for the detailed step-by-step instructions it was quite helpful. I incorporated the steps that you mentioned in your previous reply, I tried it in one of Demo Site named 'Trial' (before using it on my main site i.e. Attendance)

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I had uploaded 3 pdf files in the General file section (inside Documents) and triggered the above flow around 16:40 pm and it moved those 3 files in Archive as per expectations (which you can see in the above image)

Thanks & Regards,
Sidhant.