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Archive SharePoint List Items
- Create a template from the Main list.
- Create a new list – the Archive list – built on that template.
- In SharePoint Designer, create a new workflow attached to the Main list and set it to start automatically when an item is changed.
- Define the Condition: If Current Item Status equals Closed.
On the top-level site of the site collection containing the list that you want to copy, click Site Settings. In the Galleries section, click List templates. On the List Template Gallery page, select the check box next to list template that you want to export. In the ribbon Click Download a Copy.
How to move archived list items to another list?
Archived list items based on the dates – For example move all data six months older. The user should not be able to see the item after they have completed/submitted a request/item. For example, expense form once approved user have no access.
There is another list in another site collection to archive tasks. We want to move all tasks older than 30 days to this archive list. I will show how to use Move List Item to SharePoint List action, but it works the same way for Copy List Item to SharePoint List action.
Copy Action will create a new list item at the destination while Move action will move an item from source list to destination list. Clicking on Copy/ Move, will open a dialog box to allow the user to select the destination list.
How do I archive an article in SharePoint?
If a submission has already been published, it’s no longer relevant to keep that item in my scheduling SharePoint list. To clear that item out once the item is published, I must manually duplicate that item in a separate SharePoint list I label as “Archive” that stores all the published articles for reference.