Trim file versions and archive Site Collection using Microsoft365 Archive
Summary
As of time of writing, the Microsoft 365 Archive is just out of preview. The current out of the box way to archvive a site is to make the Site Collection read-only, but I would expect that the Microsoft 365 Archive will be the way to go in the future, at least when the feature has been enabled on your tenant :-)
In the meantime we have to do the archiving the proper way ourself and this script will trim file versions and then archive the site collection to the Microsoft 365 Archive.
#sample showing how to trim file versions and archive a SharePoint Site collection
$siteUrl = "https://contoso.sharepoint.com/sites/contoso"
#use -interactive when working locally, managed identity when running in Azure and I guess you have to use a certificate when dealing with SAAS
$conn = Connect-PnPOnline -Url $siteUrl -Interactive -ReturnConnection
function DeleteVersions($siteUrl, $ListName, $listitemID, $versionsToKeep)
{
try
{
#get list of all lists in this site
if($ListName)
{
$list = Get-PnPList -Identity $ListName -Connection $conn -ErrorAction SilentlyContinue
if($list)
{
$listitems = Get-PnPListItem -List $list -Connection $conn
if($listitemID)
{
$listitem = $listitems | Where-Object {$_.ID -eq $listitemID}
if($listitem)
{
$file = Get-PnPFile -Url $listitem["FileRef"] -AsFileObject -ErrorAction SilentlyContinue -Connection $conn
if($file)
{
$fileversions = Get-PnPFileVersion -Url $listitem["FileRef"] -Connection $conn
if($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 = $conn.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 $conn
}
}
else {
write-host "no versions to delete"
}
}
}
else {
write-host "file not found" -ForegroundColor Red
}
}
}
else
{
foreach($listitem in $listitems)
{
$file = Get-PnPFile -Url $listitem["FileRef"] -AsFileObject -ErrorAction SilentlyContinue -Connection $conn
if($file)
{
$fileversions = Get-PnPFileVersion -Url $listitem["FileRef"] -Connection $conn
if($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 $conn
}
}
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
$lists = Get-PnPList -Identity $ListName -Connection $conn -ErrorAction SilentlyContinue | Where-Object { $_.Hidden -eq $false -and $_.BaseType -eq "DocumentLibrary" }
foreach($list in $lists)
{
DeleteVersions -siteUrl $siteUrl -ListName $list.Title -versionsToKeep $versionsToKeep -Connection $conn
}
}
}
catch
{
Write-Output "Ups an exception was thrown : $($_.Exception.Message)" -ForegroundColor Red
}
}
#trim file versions
DeleteVersions -siteUrl $siteUrl -versionsToKeep 5 -Connection $conn #trim all libraries to 5 versions
#archive the site collection
Set-PnPSiteArchiveState $siteUrl -ArchiveState Archived -Connection $conn
Check out the PnP PowerShell to learn more at: https://aka.ms/pnp/powershell
The way you login into PnP PowerShell has changed please read PnP Management Shell EntraID app is deleted : what should I do ?
Contributors
| Author(s) |
|---|
| Kasper Larsen |
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.