SharePoint lists may grow bigger with time, that’s no doubt. Depending on your user base, you might start to feel performance issues after a few thousands of items created. That’s why it should be good for you to looking after auto archive items in SharePoint using Power Automate.
Why Power Automate? It is a great tool with seamless integration with SharePoint which allows you to reduce the toil and generate value by automating tasks. If you haven’t checked Power Automate before, it is a good opportunity to start looking into the Low Code world.
A pretty common use case scenario where you might want to auto archive files in SharePoint with Power Automate. Sometimes it is important to move some files from one place to other, reducing the size of a library and the number of rows returned in a search. You can always explore the retention policies available out-of-box in SharePoint, of course. But sometimes this feature can present some problems depending on the content type or data type you are working with.
So if you have the option to work with Power Automate, why not using it? Power Automate is great when you need to automate one specific task and it is a very intuitive to use. It is fully integrated with SharePoint and you can take advantage of its connectors to do your tasks.
This blog post will cover how to batch insert items in SharePoint with Power Automate. Our Flow will explore the SharePoint REST API calling the Batch endpoint and inserting 1000 items per time. For every Batch request made, you can add multiple Changesets up to 1000 Changeset requests. Likewise, for each Changeset, you can only add up to 1000 requests. That’s why our example will try to insert 1000 items per request just to make things simple.
In the tests I have made, using this Flow we were able to insert 5000 items in 16 minutes. All of my tests were executed in a Free Microsoft Flow account. In the other hand you probably may experience a better performance if you have a licensed account. Consequently, using a licensed account, you will be able to read more than 5000 rows.
In addition to that, it’s important to say that our test is going to read data from an Excel file. Everything will be static like the filename and the table name from the file. But this doesn’t mean that you cannot do the same by passing dynamic values. If you create a flow that runs tied to a file creation event in SharePoint, you will get the data needed to make it dynamic and save your time with this automation.
This blog post will cover how to batch delete items in SharePoint with Power Automate. Our Flow will explore the SharePoint REST API calling the Batch endpoint and deleting 1000 items per time. For every Batch request made, you can add multiple Changesets up to 1000 Changeset requests. Moreover, for each Changeset, you can only add up to 1000 requests. That’s why our example will try to delete 1000 items per batch request just to make things simple.
In the tests I made, using this example we are able to delete 500 items in 2 minutes, 5.000 items in 12 minutes and 15.000 items in 40 minutes. All of my tests were ran in a Free Microsoft Flow account, so you probably may experience a better performance if you have a licensed account.
Wiliam is from Porto Alegre, Brazil, currently working as DevOps Engineering Advisor at Dell EMC. He has been working with Microsoft technologies for almost ten years with one year gap studying abroad in Japan attending the Science without Borders program from the Brazilian government. Also he is MCSE Productivity, a SharePoint lover.
Nowadays he is investing the most part of his time on exploring GitLab and Azure DevOps features and helping the company to develop a DevOps culture among its colleagues.
In addition of that, he spends some time on learning Japanese, doing CrossFit and playing real-time strategy games like Age Of Empires. Read More…
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