Ensure that the flow only processes the necessary documents and actions. Check if there are redundant or unnecessary steps that can be removed. Instead of running the flow every 5 minutes, consider increasing the interval to 15 or 30 minutes, if possible. This will reduce the number of API calls per day significantly. If the flow runs based on a change or update, use trigger conditions to ensure it only runs when specific criteria are met, rather than on a regular schedule.
If feasible, consolidate or batch API calls instead of making multiple individual ones. For instance, you can retrieve documents in bulk using filters or queries, reducing the total number of API requests.
If storage is a concern, consider migrating some of the older or less frequently accessed documents to an Azure Data Lake or another storage solution outside of SharePoint. This will reduce storage load and API consumption within your Power Automate flow. You can set up policies or use Azure API Management to limit the number of API calls per user or per time period, ensuring you don’t exceed quotas. Regularly monitor API call usage through Power Platform Admin Center or Azure Monitor to stay within limits and identify peak usage times. This will help to make informed decisions about flow scheduling and configuration.
If you have a Power Automate Premium license, leverage premium connectors that might offer more efficient ways to handle the documents or to access SharePoint data, reducing the overall number of calls.
Regularly archive or delete outdated or unnecessary documents. This will help reduce the number of items the flow processes, decreasing storage usage and API calls.
Set up a separate flow that archives documents older than a certain date or meeting specific criteria to another storage location.
Hope this helps.
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