Deleting or moving a file based on a value obtained from MS Form

[crmart1n_mx]

Hello,

I have a second problem I am trying to find a solution for. I have a SharePoint library that contains mostly word documents with certain metadata. One of the attributes is an 'expiration' date and a 'delete/archive' date.

What I am hoping for some help for is to achieve the following conditions:

1) If the user chooses it to expire on a certain date and to archive - that the file is then moved, on the date they've selected into another SharePoint library.

2) If the user chooses to expire it on a certain date and to delete - that the file is deleted all together from SharePoint on the date they've selected

How can I achieve this? Thank you so much in advance.

[Nived_Nambiar]

Hi @crmart1n_mx 

are you using any excel which stores the details on what to do with each file ?

[crmart1n_mx]

Hi Nived,

No, no excel file is being used - just all power automate connected to SharePoint with automated cloud flow.

Thanks,

Chris

[Nived_Nambiar]

Hi @crmart1n_mx 

If i am right, 

flow has loop through all files and check the meta data and check whether there is any expiration date and achive, then if it is today's date, then move that file to another folder

if they have expiration date and delete date, then it has to be deleted

Right ?

[crmart1n_mx]

Sorry for the delay. Here's what occurs:

Step 1: A flow uploads the document into a document library on SharePoint. These files have specific metadata such as 'Conclusion Date' and 'Delete or Archive' option.

I am now trying to create a secondary flow that, on a daily occurrence, will scan that document library and for any documents with certain metadata attributes, it will take a specific action. For example;

• If the document has a 'Conclusion' date of today, and is marked as 'Archive', I want the flow to move the document from that library into another library in SharePoint
• If the document has a 'Conclusion' date of today, and is marked as 'Delete', I want the flow to simply delete the file from the document library all together

I've attached a screenshot of what I'm referring too as metadata so you can see. I hope that helps.

Thanks so much for your assistance.

[Nived_Nambiar]

Hi @crmart1n_mx 

One question 

are attributes Archive and Deleted metadata are Yes/No type ?

[crmart1n_mx]

Hi Nived,

As of right now the attributes would be Archive/Delete however I'm fully okay with changing it to a Yes/No type if it's more seamless when building the flow.

Thanks very much,

Chris

[crmart1n_mx]

Hi Nived,

Just wanted to follow up with this to see if you were by chance able to assist still (or if anyone else knows how I might be able to achieve this)

Thanks very much,

Chris

[Nived_Nambiar]

Hi @crmart1n_mx 

Sorry i missed your question

Could you please show me where and how you will be specifying the Archive/Delete option in metadata ?

[crmart1n_mx]

Hi Nived,

Please see attached screenshots. In the MS form, the user selects 'Archive' or 'Delete' (second screenshot). Then the MS flow appends that option as metadata to the file when uploaded into SharePoint (as seen in the first screenshot). So these are the only two options that would be possible to show.

Regards,

Chris

[Nived_Nambiar · Accepted solution]

Hi @crmart1n_mx 

Assume i have a document library like below

Now see the below flow which will delete/archive the file based on metadata

Step 1

Use Get file properties based on filter query ConclusionDate eq 'formatDateTime(utcnow(),'yyyy-MM-dd')'

It will fetch only those files which have conclusion of today.

Step2

Loop through each value of output of get file properties and use switch action to perform action based on Density dynamic content variable.

If Destiny = Delete, delete that file

if Destiny=Archive, move that file to required folder.

Hope this helps !

Mark it as solution if it resolves your query !