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How do I use flow as workaround to move completed items off of one list and onto another archive list in MS lists?
Intent
"Microsoft Lists looks like a great app. It offers a number of pre-built templates including Issue Trackers. I am looking to create a new List to track maintenance issues at a site I manage. The issue I've noticed is that as more and more entries get added by different users, the list has become very large because the maintenance issues that get completed still remain on the list.
Whilst I know that I could manually delete these Completed entries, I do still want to have be able to check back at historical maintenance jobs that were carried out. In an ideal world, the Completed entries would either be automatically hidden or archived so that they don't get in the way of active entries whilst still allowing me to view them or they would get crossed/greyed out and moved to the bottom of the list, similar to how tasks behave in Microsoft To Do.
Is there a way to do this in Microsoft Lists or can someone recommend something better for my needs of this Maintenance Tracker?"
MS Agent Response:
"
From the information your provided, I understand you want to hide/archive the list entries which are marked as Completed in Microsoft Lists.
Unfortunately there is no out-of-box feature in Microsoft Lists to achieve this requirement, sorry for the inconvenience. I recommend sharing your valuable feedback to UserVoice, this is the best way to let the developers know your requirements and suggestions and help to improve the product.
If you are willing, you may also try to use flow as workaround, create another SharePoint list for archiving the completed list entries, use flow to move the list entries which are marked as completed from the issue tracker list to the SharePoint list.
If you need further help about flow, to make sure you get the dedicated assistance, I recommend you post a new question in Microsoft Power Automate Community, it is a specific channel handling flow related questions and issues, members and engineers there are more professional. I sincerely hope your question can be addressed by the experienced assistance."
Hi @Anonymous
Let's say this is your list, you have to create a Yes/No column, in this case it is the "Completed?" column, you must also create another list with the same columns or at least the columns of information that you want to archive in the other list.
This is the flow that I create, basically this flow triggers every time an item is created or modified, then check for the column "Completed?" if false, it does nothing, but if true, create a new item in List B with the same info and then delete the item in List A.
Hope this helps.
Cheers.
If my solution helps, then please consider Accept it as the solution to help the other members find it more quickly.
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