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krg Frequent Visitor
Frequent Visitor

Make a List of Sharepoint Libraries not used in past 3 months

Hi,

I have a list of Sharepoint Libraries. I want to make a list of all the libraries not used in the past 3 months.

 

I have a table named 'Lists' with the columns ListName (library names) & LastEditedDate.

 

I created custom columns 'Previous3MonthsDay' & 'IfUsedIn3Months' as per suggestions from following post link https://community.powerbi.com/t5/Desktop/Last-3-Months-Slicer/td-p/182431

 

Previous3monthsDay = Date.AddMonths(DateTime.Date(DateTime.LocalNow()),-3)

IfUsedIn3Months = IF ('Lists'[LastEditedDate]
>= DATE ( YEAR ( 'Lists'[Previous3monthsDay] ), MONTH ( 'Lists'[Previous3monthsDay] ), 1 )
&& 'Lists'[LastEditedDate] <= DATE ( YEAR ( TODAY () ), MONTH ( TODAY () ), 1 ),

1, 0))

 

See snapshot below:

image.png

 

When I filter on 0 in 'IfUsedIn3Months', I get a list of all the libraries not used in the last 3 months, but the problem is, it also includes the library names which are 1 in 'IfUsedIn3Months'. (Since, ListName is not unique & can repeat based on the last edited date).

 

Is there any way I can get a list of 'ListName' where 'IfUsedIn3Months' = 0 & which are not there in 'IfUsedIn3Months' = 1?

 

Or is there any other better way to get a list of ListName (library names) which are not used in last 3 months??

 

Thanks in advance!

1 ACCEPTED SOLUTION

Accepted Solutions
krg Frequent Visitor
Frequent Visitor

Re: Make a List of Sharepoint Libraries not used in past 3 months

I figured out the solution as below:

 

Step-1. Created a calculated column:

IfNotUsed = IF(SUMX(FILTER('Lists',EXACT('Lists'[ListName],EARLIER('Lists'[ListName]))),'Lists'[IfUsedIn3Months])>0, BLANK(), 1)

 

(This measure returns 1 if the ListName is not used.
Filters the rows where current ListName = previous ListName -- then calculates the sum of 'IfUsedIn3Months' -- If the sum is > 0, returns blank else returns 1)

 

Step-2. Created a New Table:

ListsNotUsedTable = FILTER(SUMMARIZE('Lists', 'Lists'[ListName], 'Lists'[IfNotUsed]), 'Lists'[IfNotUsed]=1)

 

(This table Summarizes by ListName & by IfNotUsed -- then filters the table where IfNotUsed=1)

 

Thank you all who took out time to answer my query. 

View solution in original post

5 REPLIES 5
Microsoft v-jiascu-msft
Microsoft

Re: Make a List of Sharepoint Libraries not used in past 3 months

Hi @krg,

 

The question is when the 3 months start and end. For example.

Listname     Date             IfUsedIn3Months

A                 01-12-2017    0  (no)

A                 05-12-2017    1 (yes)

 

Will A be in the list?

 

Best Regards,

Dale

Community Support Team _ Dale
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
krg Frequent Visitor
Frequent Visitor

Re: Make a List of Sharepoint Libraries not used in past 3 months

Hi @v-jiascu-msft,

The 3 months starts 3 months before the current date (today's date), which is calculated in the column 'Previous3monthsday'.

In the column 'IfUsedIn3Months' , ListNames which are used between 'Previous3MontshDay' & 'LastEditedDate' are marked as 1, else it's marked as 0.

 

If you have 0 & 1 both in 'IfUsedIn3Months', that means it has been used atleast once in the past 3 months. Then that item should not be there in the final list of Libraries not used in past 3 months.

 

I hope this clarifies.

 

Microsoft v-jiascu-msft
Microsoft

Re: Make a List of Sharepoint Libraries not used in past 3 months

Hi @krg,

 

There are two approaches. You can check out in this file

A date table is needed for the time intelligence functions.

1. One measure.

OneMeasure =
CONCATENATEX (
    ADDCOLUMNS (
        SUMMARIZE ( 'Table1', Table1[ListName] ),
        "Ifinthree",
        VAR last3list =
            CALCULATETABLE (
                VALUES ( Table1[ListName] ),
                DATESINPERIOD ( 'Calendar'[Date], TODAY (), -3, MONTH )
            )
        RETURN
            IF ( [ListName] IN last3list, BLANK (), [ListName] )
    ),
    [Ifinthree],
    "-"
)

2. A measure and a context. And then filter the 0s out in the visual level filter.

MeasureWithContext =
VAR last3list =
    CALCULATETABLE (
        VALUES ( Table1[ListName] ),
        DATESINPERIOD ( 'Calendar'[Date], TODAY (), -3, MONTH )
    )
RETURN
    IF ( MIN ( 'Table1'[ListName] ) IN last3list, 0, 1 )

Make_a_List_of_Sharepoint_Libraries_not_used_in_past_3_months

 

Best Regards,

Dale

Community Support Team _ Dale
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Microsoft v-jiascu-msft
Microsoft

Re: Make a List of Sharepoint Libraries not used in past 3 months

Hi @krg,

 

Could you please mark the proper answer as solution or share the solution if it's convenient for you? That will be a big help to the others.

 

Best Regards!
Dale

Community Support Team _ Dale
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
krg Frequent Visitor
Frequent Visitor

Re: Make a List of Sharepoint Libraries not used in past 3 months

I figured out the solution as below:

 

Step-1. Created a calculated column:

IfNotUsed = IF(SUMX(FILTER('Lists',EXACT('Lists'[ListName],EARLIER('Lists'[ListName]))),'Lists'[IfUsedIn3Months])>0, BLANK(), 1)

 

(This measure returns 1 if the ListName is not used.
Filters the rows where current ListName = previous ListName -- then calculates the sum of 'IfUsedIn3Months' -- If the sum is > 0, returns blank else returns 1)

 

Step-2. Created a New Table:

ListsNotUsedTable = FILTER(SUMMARIZE('Lists', 'Lists'[ListName], 'Lists'[IfNotUsed]), 'Lists'[IfNotUsed]=1)

 

(This table Summarizes by ListName & by IfNotUsed -- then filters the table where IfNotUsed=1)

 

Thank you all who took out time to answer my query. 

View solution in original post

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