Copy file to sharepoint location, keep old versions

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Posted on 23 May 2021 12:46:14 by QuinceK

Hi!

I ran into the problem that if my clients update a file via flow the old versions are deleted.

I already read about the topic and although I can´t really believe it, I know that this can´t be fixt with the update file connector.

But is it the same issue trying it with an API request or can´t this be done in any way? (And if how?)

Has anybody an idea about a workarround? I actually think about adding a prefix (maybe date and time) to the older version and moving it to another folder for a fixed period of time. Maybe someone has a better idea to fix this problem.

Thanks in advice!

Quince

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QuinceK 37 on 24 May 2021 at 21:14:30

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Re: Copy file to sharepoint location, keep old versions

Hi Kevin,

thanks for your help. I really appreciate. I´ll try a couple of solutions and post the result here to let other users know how to get around this issue.

All the best,
Quince

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powercorner 477 on 24 May 2021 at 07:52:25

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Re: Copy file to sharepoint location, keep old versions

Hello @QuinceK ,

althou its a SharePoint topic and it would fit more in an SharePoint board I now understand what you are doing. Unfortunately the copy function never takes your version history. Its just creating a new Item with the same content. Maybe the move action would fit better? Cause the move action also keeps the current versioning.

Edit: and if you need to copy, maybe you can make a copy first in your source folder and then move one of the copies to the final destination with the "move" action

Or even better you could use the "update file" action, where you only change the content and leave the metadate and versioning how it is. I think this would be even smarter.

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QuinceK 37 on 23 May 2021 at 22:11:37

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Re: Copy file to sharepoint location, keep old versions

Hi Kevin,
thanks for your reply.

We built a powerapp to enable employees uploading their project documentations including content types / meta data which are uploaded to a folder with one flow and then, if the status os ok ( no missing data ) they are moved to different sharepoint pages (document folders) where special employee groups have access to.

The 'creating' flow is startet onclick in the powerapp, assigns the documents to the different types and creates a file in the 'Upload' folder.

The second flow starts on when item is created or modified

Break inheritance & garanting access

Initializing different variables to specify the final document folder

Specify conditions and set the variables

Checking the status value (to be processed = move on, manual = missing data & employee has to take care manually, replace = already existing file to be updated)

If no: If status is manual (not replace file or to be processed, then let team know that there is something to be done via email

Checking replace file conditions an set the variable value to 1 or 0

Copy file

Hope this is understandable. if you have any questions please let me know.
Thanks for the effort.

All the best,
Quince

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powercorner 477 on 23 May 2021 at 17:05:32

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Re: Copy file to sharepoint location, keep old versions

Hallo @QuinceK ,

can you tell me a bit more in detail what you or your client tries to do?
Maybe you can share some screenshots of the flow or the SharePoint items/files that are updated?

I think there can be several sources for your problem. Could be the wrong usage of the action, or could be a setting in the SP list.

Tell me more and I try to help you to find a solution 🙂

With regards
Kevin

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