I have an approval flow connected on SharePoit list. Whenever a request raised in SharePoint list, an approval flow using MS flow starts.
I have a requirement to download run history for all the request. But when I search the run history for a request older than 3 weeks, I'm unable to see this in my flow. also, download csv for all runs only downloading the run history for recent three weeks.
Any help would be appreciated.
Thanks & Regards,
I have made a test and the issue is confirmed on my side. I think this issue may be related to the Storage retention policy of Microsoft Flow.
The Max Storage retention of a single flow run is 30 days in Microsoft Flow currently, if the retention time is more than 30 days, the flow run history would be deleted.
More details about the Run duration and retention limit for a single flow fun, please check the following article:
Thanks for the confirmation.
If this is the case that run history is not available after 30 days then how will we check the run history of a request older than 30 days.
In my case, the request older than 30 days status has not updated correctly and I want to know what has happened with the request during the flow run.
Is there any I can have these details.
Thanks & Regards,
This doesn't seem like a complete description of what's happening. Flow run history used to be kept for more than 30 days, even though there has *always* been a 30-day hard limit on flow run lifetime. At some point in the last few weeks, Microsoft has made a change to autodelete run history older than 3 weeks (which, by the way, is not 30 days) and never bothered to announce that change to anyone. There have been no announcements on the Flow blog or the Office 365 Admin announcements list in the past three months indicating such a change.
Hi Rakhi, @Tanner,
In order to remain GDPR compliant we're unable to maintain run logs for greater than 30 days. I think we might cut that a bit shorter to give ourselves some head-room for compliance.
If you have a need to audit flow runs older than 30 days, unfortunately the only option we have available is to pre-emptively download and maintain records of flow runs so that you can refer back to them when needed.
Sorry I don't have a better answer for you 😞
Thanks for the response. There's nothing in the GDPR language I can find that indicates 28 days is the cutoff after which you must delete data; it only states you must keep it for the shortest period necessary. This seems to conflict with Microsoft's own run-duration range of 30 days... so am I right in understanding that with this change, a flow that kicks of on December 1st and runs through December 30th (a legal, 30 day run) will essentially be totally invisible to us after December 28th?
But more problematic than that is the fact that the expiry of logs after 28 days makes Flow essentially useless for business processes, especially in the United States where GDPR doesn't apply. Is there a way to use Flow without having to deal with Microsoft's interpretation of GDPR restrictions? E.g. not even a BAA?
Various implementation details make it such that we are unable to maintain these run records past 30 days while maintaining compliance.
Unfortunately there is no GDPR compliance opt-out feature for flow at this time.
Is this still an issue? It's very concerning since I have a large number of outstanding requests and now the responses can't be recorded as designed. Any approval request over 3 weeks long can still be rejected/approved but the associated workflow is basically cancelled without anyone's knowledge.
Please tell us how to download and maintain records of flow runs so that you can refer back to them when needed.
What about the older failed/ expired flows - how can we get that information for audit?
Also, if there is a GDPR reason for limiting data storage and retention for flow runs to 30 days, why does this limit not apply to Logic Apps?
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