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How to Create and Archive a Daily SharePoint Checklist

Phi Hung Vo Sep 29, 2026 869 views

Question details

The user wants to set up an automated daily checklist in SharePoint for team leaders, ensuring completed tasks are kept for audits and the default view only displays current day tasks.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Automating recurring daily task management and maintaining a historical audit log without cluttering the main task view.
Observed behavior: The goal is to automatically copy tasks from a template into a daily log, flag them appropriately by date, and organize them into current-day and audit-specific SharePoint views.

Before you start

Ensure you have the necessary permissions to create and manage lists in your SharePoint site, as well as access to Microsoft Power Automate to build scheduled cloud flows.

Solution 1Recommended

Use SharePoint Lists and Power Automate

Set up a template list and a daily log list in SharePoint, then use a scheduled Power Automate flow to automate the creation and archiving process.

SharePoint acts as the database and user interface for your checklists, while Power Automate handles the scheduled creation of tasks and metadata management to separate current tasks from archived ones.

Create the checklist template list

In your SharePoint site, create a new list named 'Checklist Template'. Add columns for the recurring tasks, such as 'Task Name' (Single line of text), 'Assigned To' (Person), 'Due Time' (Date and Time), and 'Status' (Choice).

Set up the daily log list

Create a second list named 'Daily Log'. Include columns such as 'Checklist Date' (Date and Time), 'Completed By' (Person), 'Completed On' (Date and Time), and an 'Archived' column (Yes/No toggle).

Build a scheduled Power Automate flow

Open Power Automate and create a Scheduled Cloud Flow that triggers every morning. Add a 'Get items' action pointing to your 'Checklist Template' list to fetch all standard daily tasks.

Copy tasks to the daily log

Add an 'Apply to each' loop using the output from the previous step. Inside the loop, add a 'Create item' action pointing to your 'Daily Log' list. Map the template task details, assign the 'Checklist Date' to the current date using the utcNow() expression, and set the 'Archived' value to 'No'.

Configure specific list views

In the Daily Log list, edit the default view and name it 'Current Day'. Apply a filter so it only shows items where 'Archived' is equal to 'No'. Then, create an 'Audit' view that removes this filter and groups the items by the 'Checklist Date' column to review historical entries.

Audit Compliance: Archiving completed entries by changing a status column rather than deleting them ensures that all historical records are preserved for administrative audits.

Free Microsoft Office alternative

Need a Simpler Way to Manage Daily Checklists? Try WPS Office

If setting up complex SharePoint workflows and Power Automate flows is too heavy for your small team, WPS Office provides a free, lightweight, and user-friendly alternative. You can easily build, share, and track daily checklists using WPS Spreadsheet, enjoying full compatibility with Microsoft Office formats.

1. Open WPS Spreadsheet: Launch WPS Office on your device and open a new Spreadsheet document.
2. Insert interactive checkboxes: Navigate to the 'Insert' tab on the top ribbon and use the 'Forms' or 'Checkbox' feature to place interactive checkboxes next to your list of daily tasks.
3. Share via WPS Cloud: Save your checklist template to WPS Cloud, click 'Share' in the top right corner, and send the collaboration link to your team leaders for easy daily updates.

Fully compatible with Microsoft Excel (.xlsx) formats for easy file sharing.Access a rich library of free, ready-to-use checklist and tracker templates.Lightweight installation and intuitive interface without complex workflow configuration.Seamless team collaboration and real-time tracking through WPS Cloud.

microsoft office alternative - wps office

Frequently Asked Questions

Can I automatically delete old SharePoint checklist items instead of archiving them?

Yes, you can configure Power Automate or set up SharePoint retention policies to automatically delete old list items. However, if your organization requires team audits, it is highly recommended to archive them using a status toggle instead of permanently deleting the data.

How do I prevent users from editing archived checklists in SharePoint?

You can use a Power Automate flow to update the item-level permissions of a SharePoint list item once its status changes to 'Archived'. The flow can remove standard edit permissions and grant read-only access to team members while keeping edit rights for administrators.

Does Power Automate require a premium license for basic SharePoint integration?

No, standard SharePoint connectors used for creating list items and moving data between lists in Power Automate are included in most standard Microsoft 365 business and enterprise plans. You do not need an additional premium license for this workflow.

How do I filter a SharePoint view to only show today's tasks dynamically?

In your SharePoint list, go to Settings > List Settings and edit your target view. Under the 'Filter' section, set it to show items only when the 'Checklist Date' column is equal to the dynamic value '[Today]'.

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