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Creating an archive SharePoint List for ChangeTracker to auto-archive Message Center items. 

Install a Power Automate to auto-archive historic and closed Message Center items from your ChangeTracker list to support the running of the ChangePilot App.

The ChangePilot App (Power App) uses the ChangeTracker SharePoint List as its data source. Power Apps have a maximum display limit of 2,000 rows; once your ChangeTracker List surpasses the 2,000 mark, it will no longer surface the most recent items.

If you only have 1,000 rows and you find your ChangePilot App is not displaying new items, see How do I increase the data row limit for the ChangePilot App?

You can choose to routinely dele old items from the list to maintain the performance of the ChangePilot App. Or, follow the instructions below to deploy a Power Automate that will auto-archive old, closed items.

Backup the ChangeTracker List

  1. Open your ChangePilot ChangeTracker SharePoint List in SharePoint/browser (not in Microsoft Teams). As a best practice, backup the list by exporting to .csv, not .csv with schema.



    Save this file.

Create a new ChangeArchive SharePoint List 

  1. Create a new SharePoint List:



    and choose 'Import from Existing List'. Choose the correct Site and the existing ChangeTracker SharePoint List.

  2. Name the new List 'ChangeArchive' (no spaces) and create in the existing ChangePilot Microsoft Group. This will create a new, empty List with the same properties as your existing ChangeTracker List.

Import and configure the Power Automate flow

  1. Download the Power Automate flow template here.
  2. In Power Automate, import the package via Import > Import Package (Legacy)



  3. Confirm a new name by selecting the 'Create as new' choice, and select and account for the SharePoint connection on your tenant.



  4. Import, and click 'Save as a new flow', after which it should open.
  5. Ensure the SharePoint connection is set correctly. Replace the Site name and List name with your ChangePilot SharePoint Site and List (ChangeTracker).





  6. Set the connections for the new SharePoint ChangeArchive List in the ChangePilot SharePoint Site.

  7. Create items on the new ChangeArchive List.

  8. Delete from the existing List.

  9. Once those are set, hit Save.

  10. Before testing, take a screenshot of the last delete step of the flow, then delete it. We will re-add it once you have confirmed the item move looks correct.

  11. Save, and run the flow to test.



    The flow defaults to only moving closed items that have not been edited in 180 days. For tenants, with more items, changing this to 90 days will result in more items being moved to the Change Archive List. 

    You should see the ChangeArchive List populate with appropriate items.
  12. When you are happy the flow is running successfully, delete all items from the ChangeArchive List to avoid duplicates.
  13. Add back the delete step to remove the items from the original List.