Move list items from one SharePoint site to another SharePoint site with Azure Logic Apps

Question

Move list items from one SharePoint site to another SharePoint site with Azure Logic Apps

Cem 110

I want to move new created list items from one SharePoint site to another in SharePoint Online.

I actually have this configuration setup:

list "list-a" in site "site-a"
list "list-b" in site "site-b"

"list-a" and "list-b" have nearly the same amount of columns with the only difference, that "list-a" has one more column field from type dropdown . When a user creates a new list item in "list-a" and takes a specific choice from this dropdown menu, then the list item has to be moved from "site-a" to "site-b". The list item should not be created twice in "site-a" and "site-b", it just should be moved from "site-a" to "site-b" with all the list column data (title etc., not only the attachments).

How can I best achieve this? Thanks in advance for any assistance.

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Answer 1

MayankBargali-MSFT 70,936 Moderator

@Cem Thanks for reaching out. You can leverage the SharePoint connector for your requirement. There is no out of box feature that when user select a specific choice then it should create the item in different list. But the item will be first created on your list a then when the logic app triggers your workflow will check the specific choice based on which you want to create the item in list b and then delete the list a item for the same record.

Logic App workflow:

When an item is created (list a in site a configuration) --> Condition (to validate based on choose you can use the fields from your trigger) --> Create item (if true/false base on your condition create a new item in list b in site b that you have configured in connector) --> Delete item (remove the item based id of the trigger condition for list a site a that you configure in connector)

Feel free to get back to me if you need assistance.

Please "Accept Answer" if the answer is helpful so that it can help others in the community.

Cem 110 Reputation points

2023-07-26T11:00:18.68+00:00
@MayankBargali-MSFT : Thank you for your support. I have tried to implement it, but I still require further assistance on this topic.

I put "When an item is created" for list-a in site-a

I put "Condition" to check if the user has done a specific choice in dopdown column of list-a. In the true path of "Condition" I put "Create item" with following fields:

Site Address: site-b

List Name: list-b

Title: title of "When an Item is created"

The record from the runs history failed. I receive a forbidden in "Create Item" for the true path of the "Condition". I get Status code 403 in the outputs with the message "Access is denied. (Exception from HRESULT:..." in the body. Did I forget anything? I can also provide screenshots if this will help more for bug tracking.
MayankBargali-MSFT 70,936 Reputation points Moderator

2023-07-27T05:32:15.7433333+00:00

@Cem Thanks for your response. As per the error the user credential that you have configured on the Create item doesn't have the permission to create the item on the list. You can validate the same by using the same credential and navigating to your site b --> list b to validate the same. In that case you need to reach out to the owner of site b to give you the required permission for that user to create the item in the list.
Cem 110 Reputation points

2023-07-27T10:28:03.8533333+00:00

@MayankBargali-MSFT : Thank you, it works great so far! I was also possible to create the "Delete item" after the "Create item" for list-a. It also works fine.

The only issue I have is with file attachments. I could not figure out how to move file attachments from list-a to list-b. In "Create item" I have opportunities for all list columns (such as "title"), but I have no opportunity for file attachments. Am I right that I need a new action for this requirement, such as "Copy file"?
MayankBargali-MSFT 70,936 Reputation points Moderator

2023-07-28T12:42:57.8+00:00

@Cem You need to get the attachment first using the Get Attachments action --> loop through the attachment --> Get File Content --> Add attachment to the new list item that you have just created as below screenshot. For your reference you can find the action name in this document.

Let me know if you need any assistance.
Cem 110 Reputation points

2023-07-28T19:47:06.87+00:00
@MayankBargali-MSFT : Thank you for your great support! It nearly works fine, there are just sometimes at irregular intervals list items which are created in list-b with one or two missing file attachments. I am not completely sure, but I think it occurs when there are more than two file attachments in a created list item in list-a.

For example: I create a list item in list-a with five file attachments. Three or four file attachments are submitted to the list item in list-b, but one or two file attachments are missing.

When I take a look to the runs history there is an ActionFailed in the For each. I get the following details in the OUTPUTS of "Add attachment" for the particular file attachments which have failed to submit:

"status": 409

"message" (translated to english): "Conflict saving.\n\nThe changes you made conflict with changes made at the same time by another user. For your changes to take effect, click the back button in your web browser, refresh the page, and resubmit your changes.\r\nclientRequestId: xxx"

"errors": "-2130575305", "Microsoft.SharePoint.SPException"

It is difficult to describe it in more detail as the misbehaviour occurs not constantly. Do you have an idea why this happens?
MayankBargali-MSFT 70,936 Reputation points Moderator

2023-07-31T16:34:38.03+00:00

@Cem Thanks for sharing the details. Looks like 409 it is the conflict error that means that there was another operation that was not yet completed and any new request for the same file will fail with this error. Can you please confirm if this error is while accessing the attachment content or creating a new attachment? Can you share the action name for which you are observing the error?

Please also confirm if you are using any variable inside your foreach loop which is dependent on the failed action. It may also limit of operation performed at the same time. I will suggest you to set the Degree of parallelism to 1 for your for each loop action by navigating to setting --> enable the concurrency control to see if you still observe the same behavior.
Cem 110 Reputation points

2023-08-01T18:31:32.9033333+00:00

@MayankBargali-MSFT : Thank you for your support. I can confirm that the error occured in the action "Add attachment" in the for each loop (so after action "Get file content" and before action "Delete item" - see screenshot below from runs history). I have set the degree of parallelism to 1 for the for each loop as you described. The result is that I do not longer get any conflict error in the runs history. So that should be okay.

But I experienced another issue on an irregular interval. The list item is created with all the file attachments in site-b (so everything is ok here), but the Logic Apps workflow in site-b carries out the sending of one email to some recipients. This email should contain alle the files from the new created list item as attachments. There is sometimes a difference in the amount of file attachments, just as an example: new created list item has four file attachments, but email has only three file attachments. I use the SMTP connector (not the Office 345 mail connector).

It works fine when I directly create a new list item in site-b. But when I create a new list item in site-a and let it be moved to site-b (with "Create item", "Delete item" etc.), then this error in the amount of file attachments sometimes occur. Do you have an idea why this happens?
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MayankBargali-MSFT 70,936 Reputation points Moderator

2023-08-02T05:11:44.5233333+00:00

@Cem For sending the email are you using the different workflow, or you are using the same workflow for sending the email. It would be great if you can create a new QnA thread so I can continue to assist you with your new issue as it would be easier to search for other community members in case if they face the similar issue.

Please accept as "Yes" if the answer is helpful so that it can help others in the community.
Cem 110 Reputation points

2023-08-02T21:11:11.1833333+00:00

@MayankBargali-MSFT : It is another workflow in site-b for sending the email (so different one from site-a). Yes, you are right, creating a new QnA thread would be useful in that case. I accepted the answer. I will just make some tests in the next days to be more sure in which cases the error occurs and in which not. Depending on the test results I will open a new QnA thread and will tag you for your assistance. Thank you very much for your great support so far!
Cem 110 Reputation points

2023-08-23T08:06:37.3+00:00

@MayankBargali-MSFT : May I kindly ask you if you please can help me with the new QnA thread (see link below)?

https://learn.microsoft.com/en-us/answers/questions/1350490/copy-and-rename-files-from-list-item-to-document-l

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Move list items from one SharePoint site to another SharePoint site with Azure Logic Apps

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