File Version Trimmer

Summary

SharePoint storage is expensive and often we don't need 500 versions of a huge PowerPoint file. One option could be to change the default number of file versions from 500 to e.g. 50. However, if you already have a file with 250 versions this change WILL NOT remove existing versions. This sample shows how you can trim back the number of file versions in a specific Document Library in a Site Collection. Be aware that the change will take up to 24 hours to be visible in the SharePoint Admin center.

Example Screenshot

$ClientId = "XXXXXX"
$TenantName = "contoso.onmicrosoft.com"
$thumbprint = "ZZZZZZZ"
$SharePointAdminSiteURL = "https://contoso-admin.sharepoint.com"

$conn = Connect-PnPOnline -Url $SharePointAdminSiteURL -ClientId $ClientId -Tenant $TenantName -CertificatePath "C:\Users\you\certificate.pfx" -CertificatePassword (ConvertTo-SecureString -AsPlainText -Force "CentificatePassword") -ReturnConnection

#Set Variables
$outputPath = "C:\temp\versiontrimmer\" 
$arraylist = New-Object System.Collections.ArrayList

function DeleteVersions($siteUrl, $ListName, $listitemID, $versionsToKeep)
{
    try 
    {
        $siteconn = Connect-PnPOnline -Url $siteUrl -ClientId $ClientId -Tenant $TenantName -CertificatePath "C:\Users\KasperLarsen\IAGovApp.pfx" -CertificatePassword (ConvertTo-SecureString -AsPlainText -Force "IAGovApp") -ReturnConnection

        #get list of all lists in this site
        if($ListName)
        {
            $list = Get-PnPList -Identity $ListName -Connection $siteconn -ErrorAction SilentlyContinue
            if($list)
            {
                $listitems = Get-PnPListItem -List $list -Connection $siteconn
                if($listitemID)
                {
                    $listitem = $listitems | Where-Object {$_.ID -eq $listitemID}
                    if($listitem)
                    {
                        $file = Get-PnPFile  -Url $listitem["FileRef"] -AsFileObject -ErrorAction SilentlyContinue -Connection $siteconn           
                        if($file)
                        {
                            $fileversions = Get-PnPFileVersion -Url $listitem["FileRef"] -Connection $siteconn
                            if($fileversions)
                            {
                                if($fileversions.Count -gt $versionsToKeep)
                                {
                                    $DeleteVersionList = ($fileversions[0..$($fileversions.Count - $versionsToKeep)])
                                    $element = "" | Select-Object SiteUrl, siteName, ListTitle, itemName, fileType, Modified, versioncount, FileSize
                                    $element.SiteUrl = $siteUrl
                                    $element.siteName = $siteconn.Name
                                    $element.ListTitle = $list.Title
                                    $element.itemName = $file.Name
                                    $fileextention = $item["FileLeafRef"].Substring($item["FileLeafRef"].LastIndexOf(".")+1)
                                    $element.fileType = $fileextention
                                    $element.Modified = $file.TimeLastModified.tostring()
                                    $element.versioncount = $fileversions.Count
                                    $element.fileSize = $file.Length
                                    
                                    $arraylist.Add($element) | Out-Null                        
                                    
                                    foreach($VersionToDelete in $DeleteVersionList) 
                                    {
                                        Remove-PnPFileVersion -Url $listitem["FileRef"] -Identity $VersionToDelete.Id –Force -Connection $siteconn            
                                    }
                                }
                                else {
                                    write-host "no versions to delete"
                                }
                            }                            
                        }
                        else {
                            write-host "file not found" -ForegroundColor Red
                        }
                    }
                }
                else 
                {
                    foreach($listitem in $listitems)
                    {
                        $file = Get-PnPFile  -Url $listitem["FileRef"] -AsFileObject -ErrorAction SilentlyContinue -Connection $siteconn           
                        if($file)
                        {
                            $fileversions = Get-PnPFileVersion -Url $listitem["FileRef"] -Connection $siteconn
                            if($fileversions)
                            {
                                Write-Host "fileversions found $($fileversions.Count)"
                                if($fileversions.Count -gt $versionsToKeep)
                                {
                                    $number =$fileversions.Count - $versionsToKeep
                                    $DeleteVersionList = ($fileversions[0..$number])
                                    $element = "" | Select-Object SiteUrl, ListTitle, itemName, fileType, Modified, versioncount, FileSize
                                    $element.SiteUrl = $siteUrl
                                    $element.ListTitle = $list.Title
                                    $element.itemName = $file.Name
                                    $fileextention = $listitem["FileLeafRef"].Substring($listitem["FileLeafRef"].LastIndexOf(".")+1)
                                    $element.fileType = $fileextention
                                    $element.Modified = $file.TimeLastModified.tostring()
                                    $element.versioncount = $fileversions.Count
                                    $element.fileSize = $file.Length
                                    
                                    $arraylist.Add($element) | Out-Null
                                    foreach($VersionToDelete in $DeleteVersionList) 
                                    {
                                        Remove-PnPFileVersion -Url $listitem["FileRef"] -Identity $VersionToDelete.Id –Force -Connection $siteconn            
                                    }
                                }
                                else {
                                    write-host "no versions to delete"
                                }                                
                            }
                            else {
                                write-host "fileversions not found" -ForegroundColor Yellow
                            }                            
                        }
                        else {
                            write-host "file not found" -ForegroundColor Yellow
                        }
                    }
                }
            }            
        }
        else {
            # you can trim all lists in a site here
        }            
    }
    catch 
    {
        Write-Output "Ups an exception was thrown : $($_.Exception.Message)" -ForegroundColor Red
    }  
}

function Get-SiteCollections
{
    # this function is just a way to get the site collections that are in scope for the trimming
    $SiteCollections = Get-PnPTenantSite -Connection $conn  
    Disconnect-PnPOnline -Connection $conn
    return $SiteCollections
}

# $allsitecollections = Get-SiteCollections
# foreach($SiteCollection in $SiteCollections)
# {
#     DeleteVersions -siteUrl $SiteCollection.Url -ListName "Shared Documents" -listitemID 1 -versionsToKeep 20   
# }


#get total storage use for this site collection
$siteUrl = "https://contoso.sharepoint.com/sites/aSpecificSiteCollection"
$site = Get-PnPTenantSite -Connection $conn -Url $siteUrl -Detailed
$siteStorage = $site.StorageUsageCurrent
$siteStorage = $siteStorage / 1024 
$siteStorage = [Math]::Round($siteStorage,2)
write-host "site storage $siteStorage GB"

DeleteVersions -siteUrl $siteUrl -ListName "DocLibMajors"  -versionsToKeep 10
$arraylist | Export-Csv -Path "C:\temp\versiontrimmer.csv" -NoTypeInformation -Force -Encoding utf8BOM -Delimiter "|"

Check out the PnP PowerShell to learn more at: https://aka.ms/pnp/powershell

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param (
    [string]$siteURL,
    [string]$library,
    [int]$deleteOlderThanDays,
    [int]$majorVersionsToKeep,
    [int]$majorWithMinorVersionsToKeep,
    [switch]$Automatic
)

if (-not $siteURL) {
    $siteURL = Read-Host "Please enter Site URL"
}

if (-not $library) {
    $library = Read-Host "Please enter the library name, i.e. Documents or leave blank for the whole site"
}

if (-not $Automatic) {
    if (-not $deleteOlderThanDays) {
        $deleteOlderThanDays = Read-Host "Enter the number of days to keep versions for or leave blank or 0 to keep major minor versions"
        if ($deleteOlderThanDays -eq "") {
            $deleteOlderThanDays = 0
        }
        if ($deleteOlderThanDays -eq 0) {
            $majorVersionsToKeep = Read-Host "Enter the number of major versions to keep"
            $majorWithMinorVersionsToKeep = Read-Host "Enter the number of major versions with minor versions to keep"
        }
    } else {
        Write-Host "DeleteOlderThanDays is specified. Skipping prompts for major versions to keep."
    }
} else {
    Write-Host "Automatic is specified. Skipping other prompts."
}

Connect-PnPOnline -url $siteURL -Interactive

if ($library) {
    if ($Automatic) {
        New-PnPLibraryFileVersionBatchDeleteJob -Identity $library -Automatic -force
    } else {
        if ($deleteOlderThanDays -and $deleteOlderThanDays -gt 0) {
            New-PnPLibraryFileVersionBatchDeleteJob -Identity $library -deletebeforedays $deleteOlderThanDays -force
        } else {
            New-PnPLibraryFileVersionBatchDeleteJob -Identity $library -MajorVersionLimit $majorVersionsToKeep -MajorWithMinorVersionsLimit $majorWithMinorVersionsToKeep -force
        }
    }
    Get-PnPLibraryFileVersionBatchDeleteJobStatus -Identity $library
} else {
    if ($Automatic) {
        New-PnPSiteFileVersionBatchDeleteJob -Automatic -force
    } else {
        if ($deleteOlderThanDays) {
            New-PnPSiteFileVersionBatchDeleteJob -deletebeforedays $deleteOlderThanDays -force
        } else {
            New-PnPSiteFileVersionBatchDeleteJob -MajorVersionLimit $majorVersionsToKeep -MajorWithMinorVersionsLimit $majorWithMinorVersionsToKeep -force
        }
    }
    Get-PnPSiteFileVersionBatchDeleteJobStatus
}

    #Log in to Microsoft 365
    Write-Host "Connecting to Tenant" -f Yellow
    
    $m365Status = m365 status
    if ($m365Status -match "Logged Out") {
        m365 login
    }
    
    $siteURL = Read-Host "Please enter Site URL"
    $folderUrl = Read-Host "Please enter the server- or site-relative URL of the parent folder"
    $versionsToKeep = Read-Host "Please enter the number of versions to keep"
    
    $filesProcessed = @()   
    
    # Get all files in the list
    $files = m365 spo file list --webUrl $siteURL --folderUrl $folderUrl --recursive --output json | ConvertFrom-Json
    foreach ($file in $files) {
        $fileVersions = m365 spo file version list --webUrl $siteURL --fileUrl $file.ServerRelativeUrl | ConvertFrom-Json
    
        if ($fileVersions.Count -gt $versionsToKeep) {
            $number = $fileVersions.Count - $versionsToKeep - 1
            $removeVersionList = ($fileversions[0..$number])
    
            foreach ($versionToDelete in $removeVersionList) {
                Write-Host "Removing version $($versionToDelete.VersionLabel) from the file $($file.Name)..."
                m365 spo file version remove --webUrl $siteURL --fileUrl $file.ServerRelativeUrl --label $versionToDelete.VersionLabel --confirm
            }
            
            $filesProcessed += [PSCustomObject]@{
                SiteUrl   = $siteURL
                FolderUrl = $folderUrl
                FileName  = $file.Name
                FileUrl   = $file.ServerRelativeUrl
                Versions  = $fileVersions.Count
            }
        }
    }
    
    $filesProcessed | Export-Csv -Path ".\VersionTrimmer.csv" -NoTypeInformation -Encoding utf8
    
    m365 logout
    Write-Host "Finished"

Check out the CLI for Microsoft 365 to learn more at: https://aka.ms/cli-m365

Important changes coming to the way you login into CLI for Microsoft 365 (effective 9th September 2024) see Changes in PnP Management Shell registration in Microsoft 365

Source Credit

The 'PnP PowerShell Enhanced Version Control Batch Delete Job' sample first appeared on Enhanced Version Controls/Intelligent Versioning Trim with PowerShell

Contributors

Author(s)
Kasper Larsen
Nanddeep Nachan
Reshmee Auckloo (script)

Disclaimer

THESE SAMPLES ARE PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE, MERCHANTABILITY, OR NON-INFRINGEMENT.