Copy File from One Library to Another - Does it delete the copied file?

[kmw1130]

I have a flow that copies a file from one library to another once a status is changed, but I noticed a lot of files deleted in the recycle bin.  Does the copy file and using "replace" delete the original file?

[eliotcole]

Hi, @kmw1130, I don't know how the new designer (which you're using in that screenshot) presents the available settings for the Copy file SharePoint action.

You might wish to try switching to the 'classic' (V2) designer, to see if there are more (obvious) options available to you here.

To my knowledge these actions allow you the choice of how you 'create' the file when it is being copied:

• Copy - File with same name does not exist
• Replace - File with same name exists and you are wiping it out
• Copy & Rename - File with same name exists and you are going to rename the 'new' file automatically (something like a "filename_1.ext" name)

Those are not the exact names of the options, but they are the function of the options which you should have that I am familiar with.

Please let me know if you have any joy, there, with the V2 designer. 🙂

[kmw1130]

Not sure how to switch my flows back to classic without doing it at the Admin Center level, which would switch it for everyone, which is pretty annoying.  Here are the settings:

[kmw1130]

I take that back, I see there is a setting to switch to classic.  WooHoo!!  But it has the same options for Copy File

[eliotcole]

Yep, OK, so, @kmw1130, if you are using the 'Replace' option there, then you are essentially creating a new file, which then will delete the existing file.

If you wish to *update* a file then you need to use logic to identify the file you're replacing (I am sure that you are all over that) then use the content of the file that you are currently trying to copy and update the target file.

You can do that with the Update file SharePoint action in place of the copy file.

Plus, if you want to angle your logic appropriately , you could initially check for the same file / filename then either Add or Update accordingly. 👍

[kmw1130]

@eliotcole Would the get file content and update file work on an excel that has macros and functions within it?

[kmw1130]

@eliotcole I just tested with another Flow I have that copies a file from Document Library to another Document Library and I don't see where it deleted the file, but the version history is preserved.

[eliotcole]

It would not update the excel file and retain the macros, no, @kmw1130 ... this is where you updating the question with images of your flow would have helped. 😉

You may be able to find the macro code and insert it into the incoming excel files ... but I doubt it.

---

There are two things I will say to you whilst you are updating your question with embedded (not attached) screenshots to show your flow for context.

Thing 1: Switch to Lists

Excel is almost *always* the wrong choice for data and updating it.

Excel is an amazing calculator ... it does calculations better than anything.

Lists, though, are little baby databases which are SO much easier to use, setup, share, and integrate with.

You can even make Excel files *from* your lists!

Thing2: Update the Excel File Directly

Ensure that the Excel data is in a table and use the built in actions to add/update/replace the data in the Excel sheet directly.

[kmw1130]

@eliotcole Here are my screenshots of the flow:

Overall view:

Variable:

Switch cases (there are 3 and they all have the same actions)

As for using Excel vs a SharePoint List, not my call.  There is a bot that reading the excel file and taking that data and pushing into another system.

[eliotcole · Accepted solution]

OK, @kmw1130, much obliged.

Question Answered

For now, I believe that I have answered the question about the deleted files.

They are being deleted because they are being replaced.

Moving Forward

Since I'm not entirely sure of what your 'ask' is here you might to well to do either of the following to move forward:

• Raise A New Question - Accept my answer above as the solution and clearly state what you are trying to achieve in the new question with the imagery (that you have just provided) embedded within the new question

... or

• Change This Question - Change the question here to be more attuned to what you are actually trying to achieve and ensure that the imagery (that you have just provided) is embedded within this question

I think that you can then ensure that as many people as possible are able to either provide help, or get help from the answers given.

Does that sound OK?

[kmw1130]

@eliotcole My ask was does it delete when you replace, and that answer is "yes", but the Flow action is copy, which is misleading, because if I select Replace in a Copy Action, I assume that it will replace/copy.  It doesn't say delete/replace.  So yes you answered the delete question.  

I can start a new discussion on what is the solution to copy a file and retain version history, which probably can't be done with the other solution (get file content and update file) I found with an excel.  

Will probably need to use another tool to copy the files back because Flow is not the tool to do it successfully.

UPDATE:  Still curious why my one flow that does a copy, doesn't delete and then replace, it just copies, but it is a word document, so not sure if that makes a difference.  Also copies for PDFs.