Smart storage within Office 365 products

Question

Hi everyone,

I would like to know, if there is a product that content a function descriptive as smart storage with time lock. Let me elaborate it. We would like to have storage for files that is possible to lock for certain period. And for filing the storage, there is a link that leads to simple web where the files can be uploaded. And nobody will have an access to this storage until the time is expired. I was curious if by any chance, this can be created in SharePoint. Through out some customization. Or is there any other app within Office 365 multiverse fitting for this query?

Thank you for any feedback.

Answer 1

Hi @Slavík Jan ,

You could create a new SharePoint library then add one custom Date and time column named "End Date" to this library. Now you could create a Microsoft Power Automate Flow to auto lock this library by using "Grant access to an item or a folder" action.

For Example:

1.Create a new library and add "End Date" column(you also could add some other custom columns).

2.Now create Microsoft Power Automate Flow.
(1)Automate > Power Automate > See your flows

(2)New flow > Scheduled cloud flow > type flow name and select flow settings(repeat every 1 day)

(3)Add action > Get files(properties only) > select your site and library

(4)Add action > Apply to each > select value

(5)Add action in "Apply to each" > Condition > Choose "End Date" column "is equal to" "formatDateTime(addDays(utcNow(),1),'yyyy-MM-dd')"( In this condiction code, number "1" is one day over end date, change if you need)

(6)if yes > add action > Grant access to an item or a folder > select site and library > select id > in "Recipients" type user name or group > in "Roles" select "can edit" or "can view" or "Enter custom value"
if no > add action > stop sharing an item or a file

The whole flow be like:

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Answer 2

Hi there,

Maybe the Retention policies and retention labels might help you out here. You can use a retention policy to assign the same retention settings for content at a site or mailbox level, and use a retention label to assign retention settings at an item level (folder, document, email).

For example, if all documents in a SharePoint site should be retained for 5 years, it's more efficient to do this with a retention policy than apply the same retention label to all documents on that site.

Here are some links to dig more info regarding this.
Learn about retention policies and retention labels
https://learn.microsoft.com/en-us/microsoft-365/compliance/retention?view=o365-worldwide

Data retention, deletion, and destruction in Microsoft 365
https://learn.microsoft.com/en-us/compliance/assurance/assurance-data-retention-deletion-and-destruction-overview

Hope this resolves your Query!!

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