undeclare in place record from Power Automate

[Dhileep_Varma]

Hi,

I am trying to create a workflow which goes through all the documents in the site collection & check if it is already declared as record. If so i want to undeclare it as record without using Plumsail actions. I am trying to update the record related properties using update file action, but it is not working. Is they any other way to achieve it ?

Thanks in Advance

[Expiscornovus]

Hi @Dhileep_Varma,

Just to double check. Are you using retention labels from the Security & Compliance center or are you by any chance still using the classic feature (https://joannecklein.com/2019/01/06/modern-vs-classic-in-place-records-management-in-sharepoint/)?

If you are using Modern you can use the Graph API to retrieve the retention label and check with a filter array action if it is assigned. I tried adding it within the $expand, Graph API didn't like that 😁

Below is an example of that approach for the retrieval part of your question:

Replace the SiteId and ListId by your ids. Change the retention label in the Filter Array to whatever label name you were using in your setup.

[Expiscornovus]

Hi @Dhileep_Varma,

For the second part of your question, about undeclaring items. You could remove the label (as a site collection admin). You could use the SetComplianceTag method and set the tag to empty/none. This should undeclare it.

Can you try the approach below.

As you can see the apply to each action uses the body of the filter array action.

_api/web/lists(guid'@{variables('ListId')}')/items(@{items('Apply_to_each')['ID']})/SetComplianceTag()

[Dhileep_Varma]

Hi,

Thanks for your response. We are not using the rentention labels feature. These are all the documents manually declared as records by users for last 3 years. 
As per the new ORG policy change we want to undeclare all the existing records through out the tenant.

I tried with the graph api option but it fails when i use Complaice Tag propery. Any idea ?.

Thanks 

[Expiscornovus]

Hi @Dhileep_Varma,

ComplianceTag is from Modern record management. It looks like you are using classic in place record management. In that case you can look for the OData__vti_ItemDeclaredRecord field. When an item is declared as record you could filter on it that field not being empty.

Below is an example for the retrieval part.

For the undeclaring part I am afraid it is a bit more limited. I have not seen any REST API endpoints for the UndeclareItemAsRecord method.

The internet is full of examples of using CSOM with PowerShell though. That is probably the easiest approach for this feature.

[Dhileep_Varma]

Sorry for the delayed response. I tried the CSOM approach & it worked well in my dev & test tenants. But not working in PROD tenant. Any suggestions on this ?

I tried another option to use pnp instead of csom, it works fine to connect to the site & iterate the library documents. But i dont see any option to undeclare the record documents using pnp powershell and to get the client run time context using pnp.

Thanks in advance for your help on this issue.

$listname = 'ListName'
$Username = 'Email address removed'
$password = Read-Host -Prompt "Enter password" -AsSecureString

$url = 'https://abcsharepoint.com/sites/test'
$ctx = New-Object Microsoft.SharePoint.Client.ClientContext($url)
[Microsoft.SharePOint.Client.ClientRuntimeContext] $runTimectx = [Microsoft.SharePOint.Client.ClientRuntimeContext] $ctx.Web.Context;
$ctx.Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($Username, $password)
$web = $ctx.Web;
$ctx.Load($web);
$ctx.Load($web.Webs);
$ctx.ExecuteQuery();

$listUpdate = $web.Lists.GetByTitle($listname)
$ctx.Load($listUpdate)
$ctx.ExecuteQuery()

#CAML Query to get all items inclusing sub-folders
$spQuery = New-Object Microsoft.SharePoint.Client.CamlQuery
$spQuery.ViewXml = "<View Scope='RecursiveAll' />";
$item = $listUpdate.GetItems($spQuery)
$ctx.Load($item)
$ctx.ExecuteQuery()

for($j=0; $j -lt $item.Count; $j++)
{
if($item[$j].FieldValues["_vti_ItemHoldRecordStatus"] -eq 273)
{
[Microsoft.SharePoint.Client.RecordsRepository.Records]::UndeclareItemAsRecord($runTimectx,$item[$j])
}
}

Error :

Exception calling "ExecuteQuery" with "0" argument(s): "The sign-in name or password does not match one in the Microsoft account system."

At line:12 char:9

+         $ctx.ExecuteQuery()

[jherschel7]

Great information @Dhileep_Varma and @Expiscornovus , this is very close to something I am trying to achieve.  I am looking for a way to SET the ComplianceTag default on a document library for every SharePoint site we have, but have not found this solution.  Have you done this?  I was able to find a way to Get and Set via PnP-GetLabel, but would love to use Power Automate.  Thanks