Microsoft Purview Records Management – New actions in Microsoft Power Automate integration (preview)

Originally posted by Microsoft Mar 28, 2023 Uncategorized 0 Comments

To provide greater process flexibility and extensibility, we integrated the ability to trigger a Power Automate flow when a retention label in Microsoft Purview Records Management expires, this capability is currently in public preview. We are now adding two new actions to the Microsoft 365 Compliance connector – ‘Apply a retention label on the item’ and ‘Trigger a new instance of the flow if an item can’t be located’ to unlock more scenarios on this integration.

This message is associated with Microsoft 365 Roadmap ID 117424.

When this will happen:

Rollout to public preview will begin in late March and is expected to be complete by end of April. 

How this will affect your organization:

Once this feature rolls out, Records Management administrators in your organization can execute custom workflows in Microsoft Power Automate to apply a retention label to contents in SharePoint and OneDrive using the action ‘Apply a retention label on the item’ independently of the existing trigger ‘When an item reaches the end of its retention period’. This new action is the equivalent to manually applying a retention label. The label is applied to the content shortly after the workflow has successfully run.

Additionally, to add resiliency to the existing integration with Power Automate using the Microsoft 365 Compliance connector, we have added an action called ‘Trigger a new instance of the flow if an item can’t be located’. We recommend you always add this action before the retention actions of ‘Relabel an item at the end of retention’ and ‘Deletes an item at the end of retention’. This additional action is required for files that have been moved or renamed after an instance of flow has been triggered but before these actions have completed. Without it, a renamed or moved file would result in the flow failing because it can’t find the file. Although renaming and moving files after an instance of flow is triggered are not common occurrences, adding this recommended action improves the reliability of the compliance actions succeeding because the current path and name of the file is retrieved just before the selected retention actions run. 

What you need to do to prepare:

There is nothing you need to do to receive this feature. You may consider updating any training or reference material for your Records Management administrators and evaluate if you would like to use this new capability. If you have existing workflows using the ‘Relabel an item at the end of retention’ or ‘Deletes an item at the end of retention’ actions, you should consider adding the ‘Trigger a new instance of the flow if an item can’t be located’ action before them.

Get started with Data Lifecycle Management in the Microsoft Purview compliance portal. 

Learn more: Get started with records management in Microsoft 365 

Message ID: MC533804