Help with older versions of a Microsoft list

Good afternoon,

I have an automated microsoft list. In this list, every month 3 columns called: value, status and comments are updated; with respect to other lists. It is like a summary list where they are automatically updated with data from other lists, every month.

In this update, what I have is that every time that someone enters a data in the other list, in this one that data is deleted and the new one is added.

I would like to know if there is any way to see a kind of "history", that is, I want to see the data of the last month or the previous one; but as I have now the data of this month, I do not know if they have been lost or if there is any way also to see the previous months.

Thank you very much for your help.

Regards

1 answer

AllenXu-MSFT 17,666 Reputation points Microsoft Vendor

2024-06-21T02:44:25.0833333+00:00

Hi @MARTIN VALERO Carlota - Contractor,

You can find deleted list items via Site contents >> Recycle bin. Deleted items are retained in recycle bins for a certain period of time. For SharePoint, the retention time is 93 days. You can check them in the Recycle bin or restore them temporarily to the original list.

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AllenXu-MSFT 17,666 Reputation points Microsoft Vendor

2024-06-25T06:29:00.65+00:00

@MARTIN VALERO Carlota - Contractor,

How's going today?

Do you have further concerns regarding this issue? Please feel free to talk with us if you have other questions. If the above info is helpful to this question, you can accept it as Answer.

Thanks.

MARTIN VALERO Carlota - Contractor 100 Reputation points

2024-06-25T06:42:02.8966667+00:00

but I don't want to see those removed from the list.

What happens is that this list is automated with Power Automate, so each month the data of the previous month is deleted and the values of the new month are entered.

What I would like is to keep a history of each month, so if I want to see how was the list of the previous month, or two months ago, I would like to somehow select the month and the values that were at that time would appear.

Translated with DeepL.com (free version)

AllenXu-MSFT 17,666 Reputation points Microsoft Vendor

2024-06-26T07:40:42.3633333+00:00

@MARTIN VALERO Carlota - Contractor,If you didn't see the history items in the recycle bin, I want to know if those items weren't deleted but overwritten by the new version of items via the flow. Please check whether your flow action is "delete item" or update item.

In this scenario, I suggest you add an action in your flow to copy the history items to a specialized list to save them.

MARTIN VALERO Carlota - Contractor 100 Reputation points

2024-06-26T07:58:04.22+00:00

do not appear in the recycle garbage can...

How can I do this?

AllenXu-MSFT 17,666 Reputation points Microsoft Vendor

2024-07-01T01:22:18.8666667+00:00

Could you please attach a screenshot of your flow here? Maybe the action in the flow is update item, not delete item.

MARTIN VALERO Carlota - Contractor 100 Reputation points

2024-07-01T08:11:44.8066667+00:00

Since:

sub(int(triggerOutputs()?['body/{VersionNumber}']),1)

as you can see in image 1, the values are taken from a list; and in image 2, the values are updated from that list

AllenXu-MSFT 17,666 Reputation points Microsoft Vendor

2024-07-03T01:38:07.9133333+00:00

So, in this flow your items are updated not deleted. In this scenario, there is no approach to get those overwritten items.
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Help with older versions of a Microsoft list

1 answer