How to set up a automate rule to delete SharePoint site contact when it is expired.

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How to set up a automate rule to delete SharePoint site contact when it is expired.

Jason Tang 40

Hi all,

May I ask if there a way to create a Automate Flow to delete a site contact depends on the expire date?

For example, I have added a column called Expire:

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Is there any way to get this file deleted when it is expired and send a notification out?

Thank you in advance.

Regards,

Jason

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Answer 1

AllenXu-MSFT 24,941 Moderator

Hi @Jason Tang,

To automatically delete list items depends on the expire date, please create a Power Auto mate flow like below.

1.Create a Scheduled cloud flow. Start from today or tomorrow 12:00AM and repeat every day.

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2.Add an action "Get items". Set the filter query to Expire le'utcNow()'.

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3.Add an action "Delete item" like below.

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Save it and you will get what you want.

Thanks.

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Jason Tang 40 Reputation points

2024-07-10T02:58:42.55+00:00

Hi Allen,

Thank you so much for your help. I am very new to power Automate and may I ask will it delete the item with no data in the expire date section?
AllenXu-MSFT 24,941 Reputation points Moderator

2024-07-10T06:43:49.29+00:00

Hi @Jason Tang

Thanks for your reply.

No, the item with no data in the expire date field will not be deleted.

If you want those expire date field with no data to be deleted, you can modify the Fiter Query to Expire le'' or Expire eq null. This works also.

If you encounter any further challenges, please don't hesitate to get in touch with us, and we'll be more than happy to provide additional assistance. If the above info is helpful to this question, it would be appreciated if you can "Accept it as answer" so that others who stuck in similar issues could get answered quickly.

Thanks.
AllenXu-MSFT 24,941 Reputation points Moderator

2024-07-12T05:34:50.9566667+00:00

@Jason Tang,

How's going today?

Do you have further concerns regarding this issue? Please feel free to talk with us if you have other questions. If the above info is helpful to this question, you can accept it as Answer.

Thanks:)
Jason Tang 40 Reputation points

2024-07-16T00:45:35.8566667+00:00

Hi Allen,

Thank you so much for your follow up and sorry for the delay.

I am having issue with the Get Item. I am not sure if I entry the correct Link. The Site address here should be the root Link for the SharePoint page or where the documents are saved?

This is where the documents are and need to be auto delete. There is a column called "Expire" at the end:

Any help will be appreciated. :)
AllenXu-MSFT 24,941 Reputation points Moderator

2024-07-16T01:17:06.7766667+00:00

@Jason Tang,

The format of the site address is https://{tenantname}.sharepoint.com/sites/{sitename}.

The site address will automatically pop up in the dropdown menu when you enter sitename in the Site Address text box.
Jason Tang 40 Reputation points

2024-07-17T05:05:02.8933333+00:00

Thanks Allen,

This comes up but I can see there is a Expire Column in the list.
AllenXu-MSFT 24,941 Reputation points Moderator

2024-07-17T05:26:28.76+00:00

@Jason Tang,

Go to list settings >> Columns >> click the "Expire" column, check the internal name in the URL after "field=" .

For example, the internal name of my "Expire" column is "Expire".

Replace Expire here with your own internal of "Expire" column.
Jason Tang 40 Reputation points

2024-07-18T05:57:36.1833333+00:00

@AllenXu-MSFT

May I ask did you go to the column settings from here?
AllenXu-MSFT 24,941 Reputation points Moderator

2024-07-18T06:20:03.32+00:00

@Jason Tang,

Not really. From the Gear icon in the upper right corner >> list settings >> columns.
Jason Tang 40 Reputation points

2024-07-18T06:39:18.62+00:00

Sorry I can't locate it from here: :(
AllenXu-MSFT 24,941 Reputation points Moderator

2024-07-18T08:02:52.5033333+00:00

@Jason Tang,

You are in a library. Just click "Library settings" and you will get it.

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How to set up a automate rule to delete SharePoint site contact when it is expired.

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