move list items after 3 months

[Frank89]

Hi everybody, 

for me as a newbie, I have a bit complex flow to generate. Context is a documentation system, where social workers can save their daily documentations. There are different categories of help they are offering which is listed in List 1 (SharePoint Online). The documentations are listed in List 2. If all categories for one client are ended (ended = yes), all documentations for this client (List 2) should be moved to List 3 (List 3 = archiv). 

Now I need some help how to start my Flow in PowerAutomate. 

My Trigger should be a changed item in List 1.

Then I continue with get item to get the name of the client, as I want to check if all entries for a client are marked as ended. But how do I set the Flow to check if there is one or more clients where all entries in column "ended" are marked as "yes"? 

The next step would be, to move all entries in List 2 (in my example for client XX) after 3 months to List 3. 

All help and hints are highly appreciated!

Thanks, 

Simon

[Amatrox · Accepted solution]

@Frank89 

so you want the flow to continue just if all entries for client "XX" are marked with ended=yes? If yes it should move all entries for client "XX", which are older than 30 days, from list 2 to 3?

If yes, this should be your solution:

"Get items from list 1" -> You have to change this to your setup. Should be "Name eq 'Name item'"

"check status" -> value item from "Get items from list 1"

"is status no" -> ended item from "Get items from list 1"

"Apply to each" -> value item from "Get items from list 2"

"Get created date" -> Created from "Get items from list 2"

"Create item in list 3" -> All the items are from "Get items from list 2"

"Delete item in list 2" -> ID item from "Get items from list 2"

edit: 

I forgot to show, that you have to use the "Filter Query" at the step "Get items from list 2":

Here you have to use the same filter as at step "Get items from list 1". Remember: You have to change this to your setup.

Otherwise it will move all entries and not just for the specific client

[Frank89]

Hi @Amatrox, 

exactly! It should be 90 days but thats what I want to realize. 

Thanks, 

Simon

[Amatrox]

@Frank89 
perfect. Would be nice, if you could mark my answer as solution to close this topic and for further needs.

ps: wenn sie noch Hilfe benötigen, einfach anschreiben 🙂

[Amatrox]

@Frank89 

I forgot to show, that you have to use the "Filter Query" at the step "Get items from list 2":

Here you have to use the same filter as at step "Get items from list 1". Remember: You have to change this to your setup.

Otherwise it will move all entries and not just for the specific client

[Frank89]

Besten Dank!!! 🙂 

I will check and try to re-built this! 

Thanks for your help - awesome!!! 

Simon

[Frank89]

I created the flow with an added time of 5 minutes for checking. The problem is, when the flow is triggered the "format current time" is never equal "format created time" (+5minutes). So the items are never moved to List3. 

Any ideas how to tell this flow when "Counter Value = 0" to wait until "format current time" = "format created time" to move the items to List3!?

Looking forward to any kind of help!

Thanks, Simon

[Amatrox]

Hi Simon,

English: The problem is the "Format" action. This cuts the time and your 5 minutes will have no effect because the format is: Day-Month-Year -> 18-02-2021

Imagine: If the format of the modified time is 17-02-2021T23:57:00 and you add 5 minutes, then it will change the date to 18-02-2021T00:02:00. But as I already mentioned, the time doesn´t matter here

German: das Problem ist, dass das Datum in folgendes Format formatiert wird: Tag-Monat-Jahr -> 18-02-2021. Somit fällt die Uhrzeit weg und deine addierten 5 Minuten ebenfalls. Wäre es jetzt 23:57Uhr, dann währen deine 5 Minuten rellevant, da sie den Tag um 1 erhöhen würden.

Wenn du willst, dass die Uhrzeit mit beachtet wird, musst du die Formatierung anpassen.

Best regards,

André

[Frank89]

Hi André, 

thanks for your response. What I tried before with formating date and time is this: 

Bedingung 3: "outputs ('Verfassen')" = "outputs ('Verfassen_3')"

This is not working. 

[Amatrox]

The best way to understand what´s happening is to look at the report of an executed flow. You can open the last run in the overview of the flow:

By clicking on one of the entries, it´ll show the results. There you can see what kind of values "Verfassen" and "Verfassen_3" have.
My last run looks like this:

There you can see, that "Format current time" and "Format modified date" are equal.

So please look at your last run and have a look at the two items you want to compare.

[Frank89]

Ok, here are my screenshots for this ("Verfassen_3" is +5minutes, as at this time the items should me moved to list3). Why is your "Format modified date" equal? You modified it to additional 30 days, no? 

I thought the flow should work like this: 

1.) Check the current time when "Counter Value = 0"

2.) When current time +30days (or +5minutes) is reached - move all items with the particular name to list3. 

[Amatrox]

The function is: Move all entires which are older then 30days to the 3rd list. To do so, it will use the "Modified date" to compate it with the "Current date". Example:

- Current date: 18-02-2021

- Item1 -> Modified date: 08-02-2021 -> +30days = 10-03-2021

- Item2 -> Modified date: 19-01-2021 -> +30days = 18-02-2021

If you compare the two items with the current date, then just "Item2" will be moved to "List3" because the values are equal.

But: What I didn´t consider is, that the "start event" has to be a automatic trigger. Currently the flow starts, when an item is created or modified, but I guess there will be no new or modified items on the weekend? 
If the "modified date" + 30days -> 21-02-2021. This date is a Sunday. If on this Sunday the flow doesn´t run, this item will never be moved because this "modified date" and the "current date" will never be equal again.

Sorry for my bad english. I hope you understand my thoughts