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JimAnderson-9918 asked AllenXu-MSFT edited

Sharepoint Online structure with notifications

Hi all,

We have a customer who is working only with contracts and they are using teams and sharepoint a lot. Questions is: Is there a good way to create folder structure in sharepoint with archiving function? We would like to have alarm or notification 3 months before contract expiration time and we would like to have automatic archive of the contract when it is done.

Is this possible?

office-sharepoint-online
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AllenXu-MSFT avatar image
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AllenXu-MSFT answered AllenXu-MSFT edited

Hi @JimAnderson-9918,

To have a notification three months before contract expiration time, I built a Power Automate Flow and achieved it. I will show my implementation process below.

  • Create a Date and time column named "Expiration Date" and a calculated column named "3MonthsBeforeExpirationDate" with the formula =DATE(YEAR([Expiration Date]),MONTH([Expiration Date])-3,DAY([Expiration Date])). Set "The data type returned from this formula is" to "Date and time".
    96147-image.png
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    You can hide this two columns if you don't want it to show them in your library view.

  • Sign in Microsoft Power Automate and created a scheduled cloud flow, Start from today and repeat every 1 day.
    96149-image.png

  • Build the flow. Overview.
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    Expression of Compose: items('Apply_to_each')?['OData__x0033_MonthsBeforeExpirationDate']
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    The expression for the first value in the Condition: formatDateTime(outputs('Compose'),'yyyy-MM-dd')
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    The expression for the second value in the Condition: formatDateTime(utcNow(),'yyyy-MM-dd')
    96138-image.png

Test result on my end.
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As to archive documents in SharePoint, here is an good article by Maven and detailed introduction is contained in this article: 6 ways to archive documents in SharePoint. Please take a reference to it. Then you can integrate some ways with the Power Automate flow above.


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@JimAnderson-9918,

Is there any update on this thread? I'm looking forward to your reply.

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@JimAnderson-9918,

If an answer is helpful to you, don't forget to accept it as answer. It will be beneficial to others who meet the similar issues. Thanks for your understanding :-)

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Hi Allen,

Many thanks for you help. I will configure everything in my test tenant and test it and come back with the response.

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