SharePoint Document Issues

How to Archive SharePoint Document Libraries Using Workflows

WPS Content Manager Oct 10, 2026 869 views

Question details

Organizations need to automate the archiving of completed SharePoint project folders, incorporating a two-person approval process to securely reduce active storage.

How to Archive SharePoint Document Libraries Using Workflows

Product: SharePoint
Device & OS: not provided
Scenario: Managing enterprise storage by moving inactive project files from active document libraries to archive locations with necessary managerial approvals.
Observed behavior: Administrators require a structured method or toolset to automatically request multi-user approval before migrating or deleting inactive SharePoint folders.

Before you start

Ensure you have Site Owner or SharePoint Administrator permissions, as well as the appropriate Power Automate licenses to create and manage organizational workflows.

Solution 1Recommended

Create an Approval and Move Flow with Power Automate

Use Power Automate to build a custom flow that requires multi-person approval before automatically moving completed project folders to an archive library.

Power Automate is the most flexible native Microsoft 365 tool for this scenario. It allows you to define complex logic, such as requiring approvals from specific managers, before executing file operations.

Create a new automated flow

Navigate to Power Automate, click 'Create', and select 'Automated cloud flow'. Choose a trigger such as 'When an item or a file is modified' to start the process when a folder is marked as completed.

Add an approval action

Click 'New step' and add the 'Start and wait for an approval' action. Set the approval type to require responses from all assigned approvers to satisfy the two-person requirement.

Configure the move action

Add a 'Condition' to check if the approval outcome is 'Approve'. If yes, add a 'Move folder' or 'Copy folder' action from the SharePoint connector to transfer the items to your designated archive library.

Handle cleanup (if copying)

If you used the copy method instead of move, add a subsequent 'Delete file' or 'Delete item' action pointing to the original active library to free up storage space.

Create an Approval and Move Flow with Power Automate

Permission Requirements: Ensure the service account or user running the Power Automate flow has read access to the source library and edit/contribute permissions for the destination archive library.

Solution 2

Apply Microsoft Purview Retention Policies

Use native compliance tools to automatically retain or delete SharePoint items based on their age.

Solution 3

Implement Third-Party Archiving Platforms

Leverage enterprise solutions like AvePoint to handle advanced archiving scenarios with built-in storage optimization.

Free Microsoft Office alternative

Enhance Your Document Workflow with WPS Office

While managing enterprise storage and complex approval workflows requires platforms like SharePoint and Power Automate, creating and editing those project documents doesn't have to be expensive. WPS Office provides a free, robust alternative for all your daily document needs.

1. Download and Install: Visit the official WPS Office website to download the free installer for Windows, Mac, or Linux.
2. Open Office Files: Directly open your downloaded SharePoint project files (Word, Excel, PowerPoint) in WPS Office without worrying about formatting issues.
3. Edit and Save: Make your edits and save the files in their native Microsoft formats to seamlessly re-upload them to your team's SharePoint library.

Highly compatible with Microsoft Word, Excel, and PowerPoint file formats (.docx, .xlsx, .pptx) stored in SharePoint.Lightweight application that uses minimal system resources.Completely free to use with a familiar, easy-to-navigate tabbed interface.All-in-one suite allows you to manage documents, spreadsheets, and PDFs in a single window.

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Frequently Asked Questions

Why should I use Power Automate instead of Purview for SharePoint archiving?

Power Automate allows for dynamic, custom workflows, such as requiring two-person approvals before an action occurs. Microsoft Purview retention policies govern data retention and deletion globally but do not natively support sending approval requests before items are moved or deleted.

Will moving a folder to an archive library break existing SharePoint links?

Yes. When you move a file or folder from one SharePoint document library to another, the original URL changes. Direct links previously shared with users will break, so it is important to notify your team when project folders are archived.

Can I trigger an archive workflow based on a specific column value?

Absolutely. You can set up a Power Automate flow to trigger when an item or file is modified. Add a condition step to check if your custom metadata column (e.g., 'Project Status') equals 'Completed', and then proceed with the approval and archiving steps.

WPS Office

How to Archive SharePoint Document Libraries Using Workflows

Question details

Enhance Your Document Workflow with WPS Office

Frequently Asked Questions

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