Power Automate Archive SharePoint List Item

Learn how to use a Recurrence flow that gets all of the items from SharePoint that needs archived based on their date. Then create a copy of the item and delete the item. Power Automate Archive SharePoint List Item uses an oData query against the date to find old items and passes it to an apply to each loop. Also, the date to archive from is auto calculated using utcNow and Subtract time from date.

0:00 It Starts
0:28 Reasons you want to make your SharePoint list smaller with archiving
1:15 Create a flow to archive in Power Automate
1:52 Add the SharePoint Get Items action with an odata filter and limit top count
3:50 Looking at the flow output to understand the data and what you want to filter against
5:40 Power Automate odata filter a date column
8:34 Creating a SharePoint list from existing list
9:45 Create item in SharePoint via an Apply To Each loop
13:01 SharePoint Delete Item in Power Automate flow
15:40 Subtract from time and utcNow in Power Automate
17:26 Using a terminate action to make flow testing easier and faster
19:39 Change the trigger to Recurrence

[dcwarthog]

Thank you, Shane! Very easy to follow! Your videos really help me. I'm not an IT Developer nor in IT but am able to create complex apps and flows because of your "how to" videos!

[danieladroguett]

Thank you for this video!. I was in the step at 18:41 and the flow did not get all my items. The problem was in "Get items". You need to make sure that pagination has a high number as threshold (click on the 3 dots on get items and then in Settings)

[NKBobcat]

Thanks Shane! I've been using an expression to calculate the date but this Subtract from time will make things much easier. Always helpful!!!

[PrimalEdge]

you have the easiest tutorials to follow that I've found! THANK YOU

Thanks Shane! Very clear. One thing to consider is that your list could need custom "Created" and "CreatedBy" fields, because those will be replaced in the copy process

[PatriotEagle]

Hey Shane, good video. In our line of work, we’ve developed a Sharepoint database back in 2018 with premise server system document records and reports, accumulating nearly records. My management wants major haul so we going to be migrating to SharePoint and utilizing PowerApps. We ran into the delegation issue for search due to 2, 000 limit. We came up with a method of utilizing the clearcollection, by converting ID into 5 digit number and create bins by filtering with startswith first two figures. The result led to clean giant records collection and greater efficiency in the searches - no crashes.

[CloudhoundCoUk]

Thank you, Shane. I hadn't thought about auto achieve despite the obvious need. Another great video.

[jojoallen]

I have been using SharePoint for a lot of years now and have fumbled through creating this type of flow and getting them to work has been hit and miss. This is absolutely the best tutorial I have ever seen for doing this.

[cztop]

Shane, you're just THE BEST! Always something to learn from you! I had no idea how easy Subtract time was to use -- and you KNOW I love working with time -- right! 💥

[ipwsbrr]

Hello Shane. This just relieved all my headache. It was crystal clear and solved all my problem. Thank you sir!

[philipmarno]

Thanks Shane perfect timing to get to this. Great work.

[catherinemcgrath]

Thanks 1st time using this and you made it super easy and clear

[khargos]

Very helpful. Thanks for waking up early to make this!!! 🤓

[TheOxIshere]

This is absolutely amazing. Super clear instructions. Thank you.

[marziakhalid]

Thank you Shane!!
Crazy solution indeed!

[LynnEllison]

This was incredibly helpful! Thank you!

[shark]

Thanks a lot Shane, the video was very helpful to me

[meryla.l.]

Um. This is awesome. Literally my current use-case. Thanks so much!

[ThePayanazo]

Thanks Shane, keep makeing this kind of videos please. I would love to see some videos on more advance components, for example attach files to a library component with parameters such library url.

[AdiCristea]

Ha ha, I was going to propose having an email reminder that this flow is running, but guess what, the last thing you mentioned was this, that must be that I've learned so much from you I know how you now think!!

PS. Yes, I'm a bit behind with videos, cleared my day to view the ones I missed, I have a bunch on different topics :).