Archive Old file and Create New

[Terrig]

Hi There

I have a pack that needs updating every 2 weeks by multiple stakeholders.

I have a flow that automatically sends a mail to remind all stakeholders, but I have to manually rename and archive the previous file.

Is there any way to automate?

For example, in week one, I have a pack called Meeting_week1.ppt that I send out to everyone via hyperlink on a shared file.

For the session in week 3, I want to duplicate Meeting_week1.ppt and update the name to Meeeting_week3.ppt. Then I want to archive Meeting_week1.ppt by moving into a folder called "Archive" 

Thanks!

[annajhaveri]

@Terrig  you can use scheduled flow to run every two weeks, add copy file action to create the duplicate file, then use send email action to send link of the duplicate file to users. To archive file are you moving the file to another folder or document library, if yes in that case you can use Move File action in the flow to do that.

[Terrig]

@annajhaveri Thanks for the feedback 🙂 One question - if I duplicate the file, how does the email action know which file to send? Can I rename the duplicated file?

The file name reflects which session it is - so 1st August, then 15th August and so on. How do I manage the naming piece?

My concern is, I'm going to end up with lots of copies with the same name and be unable to track which file I used for each session!

[annajhaveri · Accepted solution]

@Terrig are you copying the file to the same location where old file existed, if yes then in the Copy File action, you have option to Copy with new name. And after Copy File action, you will get file properties of the copied file, like file id, file name, using which you can retrieve that file using Get File action, get the link of that to be sent into that email. If you also want to rename the file as per your naming convention there is also another approach to create file, using Get File Content to get the content of original file, then creating the file with that content, so here you have option to name the file, more steps mentioned here https://powerusers.microsoft.com/t5/Building-Flows/Copying-Renaming-amp-Sharing-a-file-in-SharePoint...

You can also get current date using UTCNow() expression to determine what name to be given to the file based on date.  

[Terrig]

@annajhaveri Thank you so much - I will give it a go based on what you've shared. Are there any other fields (like UTCNow()) that I can use to fix the date?

But will give it a go!

[annajhaveri]

@Terrig  using UTCNow() expression will give you current date and time, i not sure what you meant by fix the date?