Thursday, July 10, 2014

Buggish: SharePoint 2010 - Moving List Items to Subfolder, Not Possible

In summary, there appears to be no way to move a list item in SharePoint without additional code. In other words, SharePoint 2010 cannot move list items OOB or with SharePoint Designer (SPD).

I have spent several days trying different things, eventually stumbling on Reference-1 which confirms that the task is not possible. I tried moving adding toolbar (Reference-2) but I was unable to get the same options to move. I tried workflow but there is no action to create an item in a subfolder. There does not even appear to be a manual way to move items to a subfolder.

For those who do have access to the server and can code, Reference-3 appears to have some notes on it. But it appears to be similar to other "move" processes where the process is basically to create a new list item then delete the old one. The problem I have with this is that it loses a lot of the item historical data that are useful for audit.

The reason I was looking into this is to find a solution to archive old data. The benefits of archiving is to keep the current list shorter and cleaner. The other benefit is to keep the table size low. Currently, my only workaround is just to delete the data after a period of time. To "backup" the data, the current plan is to just export to Excel. A better solution would be appreciated.

Reference

1 - http://social.msdn.microsoft.com/Forums/en-US/686c2ebb-6337-4f3d-b599-24d38b67c225/moving-list-item-to-a-folder-with-in-the-same-list-based-on-condition
2 - http://www.techgrowingpains.com/2010/07/how-to-copymove-sharepoint-items/
3 - http://blogs.msdn.com/b/mcsnoiwb/archive/2009/04/30/copy-listitems-from-one-custom-list-to-another-then-move-them-into-subfolders.aspx