Archive Flow

[Anonymous]

Hello,

I do not know if anyone has done this before, I was unable to find anything on the forum.

I'm trying to create a flow at the SharePoint Site collection level to find all document with specific metadata or tag, even column values if taxonomy does not work.

The point is to find them and then move the files to another site, the problem I found is that I can only do this as the list or folder level but not at the site collection level.

Any help on this it would be really appreciated.

[Caspar_Rubin]

Hey,

there might be easier & faster ways to do this, but I would do it like this:

This is my whole flow:

1. Manual or scheduled trigger
2. Send an HTTP request to SharePoint with the following values:
   
   

   Site Address: Select your SiteCollection
   Method: Get
   Uri: _api/Web/Lists?$Select=Title&$FilterTemplate%20eq%20101
   Headers: Accept | application/json;odata=nometadata
   
   

3. Then create a new variable (Initzialize variable), name it DocumentLibrary, set Type to String and leave the Value empty for now.
   
   
   
   
4. Then add your first Apply to each, in the *Select an output from previous steps field, enter the following Expression:
   
   
   body('Send_an_HTTP_request_to_SharePoint')['value']
   
   
5. We are not looping all lists & document libraries in the SiteCollection. Let's add an Set variable action to temporarily save the list / document library Title value for use later... Set the Value of the Set variable action to the following Expression:
   
   
   item()['Title']
   
   
6. Then add a Get files (properties only) action, point it towards your SiteCollection and as the Library Name, set the Dynamic content DocumentLibrary variable.
   
   

7.  Now, we have all files from all libraries inside the SiteCollection. Let's add another Apply to each, this time we select the Dynamic content value from the Get files (properties only) action above it as the value of the *Select an output from previous steps field.
   

   
   
8. Inside this Apply to each we're not on the file level.
   This means we can now add a Condition action to filter for certain file properties. In my case, I filter the Files ID for the number 3 by using the following Expression on the left side:
   
   
   item()['ID']
   
   If your custom file property is called something like Team, then the Expression would be: item()['Team']
   
   In the If yes section I then move that file to another location.
   
   So basically every file in every document library on that SiteCollection, that has the ID 3 is getting moved to another location. I don't know your file properties but you'd just have to adjust your Condition values.
   
   
   
   

   Be very carefull with this flow. If you don't filter correctly in the Condition action, you could move file that you don't want to move because it literally loops EVERY list / library in the SiteCollection.
   Even the hidden / system lists... 
   
   Also, don't worry about the flow failing. We're looping every list / library and then use a Get files action afterwards... lists don't work with that action so the flow will fail on those lists but work on the libraries... It will just fail->skip until it finds a document library where the Get files action works. 
   You could try to filter for document libraries only but this is quicker in my opinion.
   
   hope this helps, cheers