Copy and Delete SP list items to archive SP list based on date

[Anonymous]

Hi all

I need to copy/move the 100 oldest items from my Original SP list (use date column in SP list?) over to a different SP list (Archive).

I want this to happen/trigger when the Original SP list has more than 2000 items/rows in it. I then want it to delete those oldest 100 rows from the Original SP List ( as they should now be copied over to Archive SP list).

I have looked at this forum for ideas but really not sure how to go about this - can anyone point me in the right direction please? I know the basics of how Power Automate work with the adding of the steps, conditions etc.. and can see how people have done similar....

In short:

- Trigger when Original SP list size larger than 2000 items/rows

- Get the oldest 100  items from Original SP list (using 'date' column of SP list)

- Copy/move oldest 100  items/rows to Archive SP List 

-  Once successful, Delete oldest 100 oldest items/rows from Original SP list

Thanks in advance for any help with this. I've come over from the Power Apps forum where everyone is super helpful!

Thanks

Michael 

[Anonymous]

Hi

Quick update

I figured out how to do a manual flow and use the 'order by' and 'top count' to sort my date column in ascending order and give me the top 200 records. I have also got this to perform the copy and delete the item from the Original list.

The part im struggling with is how to create a scheduled flow for this to auto happen when the SP list is 2000 items or bigger?

Thanks 

Michael 

[BCBuizer · Accepted solution]

Hi @Anonymous ,

I would suggest to use the "When an Item is created" trigger and then a condition to see if your are already at 2000 items:

[Anonymous]

Hi Thanks very much for replying

I have had a go at that -i have put the 'is greater than' to 3 and added 4 records to my SP list to test. 

But it moves all 4 records to the archive list and not 1 (the oldest one)? I've got the TOP COUNT as 1 as below?

Thank you

Michael 

[Anonymous]

Not sure what happened but i had an 'apply each 3' appear - removed this and all works as it should, thanks again @BCBuizer 

Michael 

[Anonymous]

@BCBuizer 

Question - so say my list gets to 2000 - Automated flow kicks in and archives the 100 oldest records as specified.

List now at 1900, so when 100 more items get added, and hits 2000 - the Automated flow will then kick back in and archive 100 oldest records?

I dont need the 'Recurrence' step do I - because its an Automated flow based on the list being greater than 2000 items?

Thanks !

[vez]

what did you input here in the expression?

[Anonymous]

Hi

Please see below. I ended up changing it to trigger at greater than 1950