Copy file across different SharePoints - keep version history

[VDG]

Hello guys!

I am currently working on an automation which copies a specific file from SharePoint A to SharePoint B once a week.

My goal is to not only copy the file and it's contents but also to keep all of it's metadata and versioning history.

The problem is well known in the community. When copying the file via Copy file from SharePoint A to B, all of my metadata and versioning history gets lost for the file in SharePoint B.

I looked into dozens of community posts regarding this topic, including different approaches with HTTP, Create, Copy, Move and Update strategies but none of them worked the way I wanted.

It is a basic Copy from A to B.

Many thanks!

Best regards.

[Tristan_D]

Hi @VDG ,

Quick note on the copy action, when you are using it, it recreate a new file (therefore V1 in terme of versionning). Only the move ensure to keep the history of your file.

Regarding your metadata, are you using SharePoint columns to store them or you are mentionning the file metadata (within properties).

SharePoint columns : 

Properties :

T

[Andrew_J]

@Tristan_D 

Sorry to but in, however are you saying that it would be a good idea to store the versioning data of a file in a SP List along with that file in the attachment even though you move or copy it between the Libraries and possible loos all of that.  I am only asking for my learning.

Regards,

Andrew

[VDG]

Hi @Tristan_D!

Thank you very much for your quick reply.

I already tried to use the Move file functionality. The issue is that the file in SharePoint A is read only, so moving the file will not work. Copying, as you said, creates a new file for itself with the disadvantage if losing metadata.

I use the file metadata within properties.

Best regards. 

[Tristan_D]

Hi @Andrew_J ,

Not really, the versionning is already present as a native functionnality in SharePoint and can be managed in the versionning settings :

I was rather mentionning that when you copy a file, it creates a brand new file with a new identificator.

There is an idea which have been posted few years back asking to implement this function though it hasn't been done :

https://ideas.powerautomate.com/d365community/idea/fb43ed07-ddbc-4ee3-a34a-022992a9c96b 

Another thread answering how to retain the version when copied has been answered here :
https://powerusers.microsoft.com/t5/Building-Flows/Copy-file-to-location-maintaining-version-history...

though it needs to be done via an HTTP request 😉 and storing the verion detail in a specific column.

Let me know if that helps you.

T

[Tristan_D]

No worries @VDG !

Have you got a possibility to move your metadata in columns ? if you are using a Office365 suite, you can access thoses "properties" directly in the app. 

To do so, you need to allow the management of content types in the advanced settings option of your library :

When that is done, it activate the SharePoint Panel (Document Information Panel) within your applications :

From there you can dynamically update the columns.

Let me know if that could be one of your option for you ?

T

[VDG]

Hi Tristan,

thanks again for your reply.

I am kind of new to the whole SharePoint automation topic, so I did not get you quiet right. What do you mean with "Have you got a possibility to move your metadata in columns"?

For information: I have an Excel-sheet stored in a Document library.

Would it be a plausible solution to convert this Excel-sheet to a SharePoint List and then add a column which has the relevant version history information? 

I checked the links you provided in your reply to @Andrew_J and I guess they used SharePoint lists too.

Best regards.

[Tristan_D]

Hi @VDG ,

Two points  : 

First, when you start to consider using SharePoint, the best practice is to "move" the metadata into columns, it allows you to view them directly and to create associated views.

You would obtain something like that : 

Now, the second point is regarding your excel.
If you are only using excel to store rows of data and not perform complex operations like pivot table, I would urge you to pass those data into a SharePoint list, it will allow you not only to enable the versionning of your data but also to allow a real collaborative work.

Example:

Let's take an excel as following (Making sure that the data is formated as a table) : 

this one is saved in a Sharepoint library.

You could create a new list based on this file by going back on the home page and create a new list from an excel :

Then, you can either pick directly the file or look for it in your arborescence :

it then ask you to associate the columns :

When you are done, it will create the list : 

And as you can see below , each item got a versionning already enabled:

Is it clearer for you ?

T

[VDG]

Hi @Tristan_D!

I really appreciate your afford to answer my questions in detail. 

I followed your steps and got my first SharePoint List.

The problem now is that the items have their own version history which is great but the history from my Excel Sheet is not applied to them. The version history starts from sratch again.

What about a Pyhton script which downloads and uploads the Excel Sheet to a different location. What do you think @Tristan_D?

I really can not understand why there is no plausible approach for a copy function like that.

Best regards.

[Tristan_D]

No worries @VDG .

Sadly, your Excel versionning (history) is linked to a file and the rows inside aren't unique therefore, it logs an history of your modifications on a file level not a row level.

In terme of change, I would suggest you to lock this file in read only in order to keep the history and to move the production to this SharePoint list.

I am not at all proficient in Python so can't telll you what is possible or not in the matter.

Regarding the copy function, keep in mind what I explained above, in my opinion, you are trying to obtain an history of a single excel file and "split" it by row for each list item... I would really challenge this type of requirement at the office ^^.

Hope it helps.

T

[VDG]

Hi @Tristan_D, 

thank you very much for your help.

I think, I will follow your approach of using SharePoint Lists, even if I lose my version history. Cause it is a better solution for future work to start with a new but consistant version history.

Best regards. 

Best regards.