Need to get data Snapshot of historical data every day in SharePoint Online list

Question

We are generating a custom report using PowerShell and the calculation that we used in the script is proved to be wrong. Now, we need to calculate the count using historical data. How can we get the data snapshot of the SharePoint list everyday for past month?

Answer 1

Hello there,

SharePoint lists have version history that can be turned on. Look into accessing the history via API.

Another solution would be to use a Power Platform Dataflow on a daily basis, to query any list items with a modified date = today's date and write those records to Dataverse. More details here: https://learn.microsoft.com/en-us/power-query/dataflows/create-use

Similar discussion here https://powerusers.microsoft.com/t5/Building-Flows/Reoccuring-export-of-SharePoint-List-Monthly-snapshot/td-p/136367

Hope this resolves your Query !!

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Answer 2

Hi @Krishna Praveena Chirumamilla ，

versioning is now turned on by default when you create a new library or list, and it will automatically save the last 500 versions of a document.

Please try to use this PowerShell to get version history details.

#Set Parameters  
$SiteURL="https://Crescent.sharepoint.com/sites/marketing"  
$LibraryName="Branding"  
$ReportOutput = "C:\Temp\VersionHistoryRpt.csv"  
    
Try {  
    #Setup Credentials to connect  
    $Cred= Get-Credential  
    $Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($Cred.Username, $Cred.Password)  
     
    #Setup the context  
    $Ctx = New-Object Microsoft.SharePoint.Client.ClientContext($SiteURL)  
    $Ctx.Credentials = $Credentials  
        
    #Get the web & Library  
    $Web=$Ctx.Web  
    $Ctx.Load($Web)  
    $List = $Web.Lists.GetByTitle($LibraryName)  
    $Ctx.ExecuteQuery()  
            
    #Query to Batch process Items from the document library  
    $Query =  New-Object Microsoft.SharePoint.Client.CamlQuery  
    $Query.ViewXml = "<View Scope='RecursiveAll'><Query><OrderBy><FieldRef Name='ID' /></OrderBy></Query><RowLimit>2000</RowLimit></View>"  
   
    Do {  
        $ListItems=$List.GetItems($Query)  
        $Ctx.Load($ListItems)  
        $Ctx.ExecuteQuery()  
        $Query.ListItemCollectionPosition = $ListItems.ListItemCollectionPosition  
   
        $VersionHistoryData = @()  
        #Iterate throgh each file - Excluding Folder Objects  
        Foreach ($Item in $ListItems | Where { $_.FileSystemObjectType -eq "File"})  
        {  
            $File = $Web.GetFileByServerRelativeUrl($Item["FileRef"])  
            $Ctx.Load($File)  
            $Ctx.Load($File.ListItemAllFields)  
            $Ctx.Load($File.Versions)  
            $Ctx.ExecuteQuery()  
            
            Write-host -f Yellow "Processing File:"$File.Name  
            If($File.Versions.Count -ge 1)  
            {  
                #Calculate Version Size  
                $VersionSize = $File.Versions | Measure-Object -Property Size -Sum | Select-Object -expand Sum  
                If($Web.ServerRelativeUrl -eq "/")  
                {  
                    $FileURL = $("{0}{1}" -f $Web.Url, $File.ServerRelativeUrl)  
                }  
                Else  
                {  
                    $FileURL = $("{0}{1}" -f $Web.Url.Replace($Web.ServerRelativeUrl,''), $File.ServerRelativeUrl)  
                }  
    
                #Send Data to object array  
                $VersionHistoryData += New-Object PSObject -Property @{  
                'File Name' = $File.Name  
                'Versions Count' = $File.Versions.count  
                'File Size' = ($File.Length/1KB)  
                'Version Size' = ($VersionSize/1KB)  
                'URL' = $FileURL  
                }  
            }  
        }  
    } While ($Query.ListItemCollectionPosition -ne $null)  
   
    #Export the data to CSV  
    $VersionHistoryData | Export-Csv $ReportOutput -NoTypeInformation  
    
    Write-host -f Green "Versioning History Report has been Generated Successfully!"  
}  
Catch {  
    write-host -f Red "Error Generating Version History Report!" $_.Exception.Message  
}  

Reference:
https://support.microsoft.com/en-us/office/how-versioning-works-in-lists-and-libraries-0f6cd105-974f-44a4-aadb-43ac5bdfd247
https://www.sharepointdiary.com/2016/12/sharepoint-online-version-history-report-using-powershell.html

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