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How to: Moving Document Set from one Doc library to another once expiry date is passed

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Posted on by Norsk_Imposter

Hello,

I am trying to avoid having to use a consultant to do this. I know it will be possible, just need a good starting point.

We have our contract agreements in a doc library populated with document sets. We upload the pdf's etc to these document sets. They have an expiry date and the doc set do prompt users that they are to close to expiry (180 and 90 days specifically) This was set up prior to my arrival.

What we would like to happen is the following

On the day of the contract expiring a notice should be posted to admins that the contract is expired and a confirmation box if you want to mark the contract as closed

On document set being marked as closed auto move the set to "cold storage"

How would I go about doing that?

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Building flows

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @Norsk_Imposter,

You mention cold storage in the description. But in the title you mention another document library location. Do you want to move the folder and the files to cold storage like an Azure storage account?

Did you already create a first draft of a flow? If so, can you share a screenshot?

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Norsk_Imposter 29 on at

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Apologies. Cold storage is what I’m calling the “new” document library.

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Expiscornovus 33,195 Most Valuable Professional on at

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Hi @Norsk_Imposter,

In that case you should be able to use the Move folder action for this. Make sure source and target have document sets enabled and the same site columns/content types are available.

Below is an example of such a move folder (document set)

In this example I have used a Complaints document set instead of Contract Agreements. The trigger for this flow is when a Complaint Status choice field is updated to the value Closed.

1. In this setup I am checking if the changed item/file is a folder. And I am also checking if the a Status choice value is equal to Closed (in a trigger condition)

@and(triggerOutputs()?['body/{IsFolder}'], equals(triggerOutputs()?['body/Complaint_x0020_Status/Value'], 'Closed'))

2. Via a Get Changes for an item action I am checking which fields have changed since the last update. This way I can make sure the status has changed to closed and it was not already closed before the update.

3. If that is the case, we move the folder.

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Norsk_Imposter 29 on at

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is there a way to have it triggered if the date is passed change it to open and closed

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