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Refactored spo-change-retention-labels script README.md #892

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116 changes: 70 additions & 46 deletions scripts/spo-change-retention-labels/README.md
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Original file line number Diff line number Diff line change
Expand Up @@ -58,55 +58,79 @@ Import-Module -Name pnp.powershell -DisableNameChecking
$CsvFilePath = "<PATH>\URLStoScan.csv"
$SiteUrls = Import-Csv -Path $CsvFilePath | Select-Object -ExpandProperty SiteUrl

# Iterate through each SharePoint site URL
# Define retention label mapping
$RetentionLabelMapping = @{
"Script Test 1 Old" = "Script Test 1 New"
"Script Test 2 Old" = "Script Test 2 New"
#"25 years" = "New 25 Years Label"
#"30 years" = "New 30 Years Label"
#"35 years" = "New 35 Years Label"
}

# Function to process a single list item
function Set-RetentionLabel {
param (
[Parameter(Mandatory)]
$List,

[Parameter(Mandatory)]
$Item,

[Parameter(Mandatory)]
$FieldInternalName,

[Parameter(Mandatory)]
$Mapping
)

$CurrentLabel = $Item[$FieldInternalName]
Write-Host "Item ID: $($Item.Id) | Current label: $CurrentLabel" -ForegroundColor Blue

if ($Mapping.ContainsKey($CurrentLabel)) {
$NewLabel = $Mapping[$CurrentLabel]
Set-PnPListItem -List $List -Identity $Item.Id -Label $NewLabel
Write-Host "Updated label to: $NewLabel" -ForegroundColor Green
} else {
Write-Host "No matching retention label found for Item ID $($Item.Id) in List '$($List.Title)'" -ForegroundColor Yellow
}
}

# Iterate through each SharePoint site
foreach ($SiteUrl in $SiteUrls) {
Write-Host "Processing SharePoint site: $SiteUrl" -ForegroundColor yellow

# Connect to SharePoint site
Connect-PnPOnline -Url $SiteUrl -interactive

# Retrieve all lists and libraries
$Lists = Get-PnPList
Write-Host "Lists Retrieved!" -ForegroundColor Green
foreach ($List in $Lists) {
if ($List.BaseType -eq "GenericList" -or $List.BaseType -eq "DocumentLibrary") {
# Retrieve all items in the list or library
Write-Host "Retrieving List items for list" -ForegroundColor yellow
$Items = Get-PnPListItem -List $List

# Set retention label field
$RetentionLabelField = Get-PnPField -List $List -Identity "_ComplianceTag"
write-host "Retention label field is: $RetentionLabelField"

foreach ($Item in $Items) {
Write-Host "Processing Item" -ForegroundColor yellow
$ExistingRetentionLabel = $Item[$RetentionLabelField.InternalName]
Write-Host "Current label is $ExistingRetentionLabel" -ForegroundColor Blue


if ($ExistingRetentionLabel -eq "Script Test 1 Old") {
Set-PnPListItem -List $List -Identity $Item.Id -label "Script Test 1 New"
Write-Host "Processing SharePoint site: $SiteUrl" -ForegroundColor Cyan

Connect-PnPOnline -Url $SiteUrl -Interactive

# Retrieve all lists and libraries
$Lists = Get-PnPList | Where-Object { $_.BaseType -in @("GenericList","DocumentLibrary") }
Write-Host "$($Lists.Count) lists/libraries retrieved." -ForegroundColor Green

foreach ($List in $Lists) {
Write-Host "Processing list: $($List.Title)" -ForegroundColor Cyan

# Get retention label field
$RetentionField = Get-PnPField -List $List -Identity "_ComplianceTag"
if (-not $RetentionField) {
Write-Host "Retention label field not found in list $($List.Title)." -ForegroundColor Red
continue
}
elseif ($ExistingRetentionLabel -eq "Script Test 2 Old") {
Set-PnPListItem -List $List -Identity $Item.Id -label "Script Test 2 New"
}
#elseif ($ExistingRetentionLabel -eq "25 years") {
# Set-PnPListItem -List $List -Identity $Item.Id -Values @{ "_ComplianceTag" = "New 25 Years Label" }
#}
#elseif ($ExistingRetentionLabel -eq "30 years") {
# Set-PnPListItem -List $List -Identity $Item.Id -Values @{ "_ComplianceTag" = "New 30 Years Label" }
#}
#elseif ($ExistingRetentionLabel -eq "35 years") {
# Set-PnPListItem -List $List -Identity $Item.Id -Values @{ "_ComplianceTag" = "New 35 Years Label" }
#}

else {
Write-Host "No matching retention label found for item $($Item.Id) in $($List.Title)."

# Retrieve all items
$Items = Get-PnPListItem -List $List
Write-Host "$($Items.Count) items found in list $($List.Title)." -ForegroundColor Yellow

foreach ($Item in $Items) {
Set-RetentionLabel -List $List -Item $Item -FieldInternalName $RetentionField.InternalName -Mapping $RetentionLabelMapping
}

Write-Host "Finished processing list $($List.Title)." -ForegroundColor Green
}

Write-Host "Retention labels set successfully."
}}} stop-Transcript

Write-Host "Finished processing site $SiteUrl." -ForegroundColor Cyan
}

Stop-Transcript

```
[!INCLUDE [More about PnP PowerShell](../../docfx/includes/MORE-PNPPS.md)]

Expand All @@ -120,4 +144,4 @@ foreach ($SiteUrl in $SiteUrls) {


[!INCLUDE [DISCLAIMER](../../docfx/includes/DISCLAIMER.md)]
<img src="https://m365-visitor-stats.azurewebsites.net/script-samples/scripts/spo-change-retention-labels" aria-hidden="true" />
<img src="https://m365-visitor-stats.azurewebsites.net/script-samples/scripts/spo-change-retention-labels" aria-hidden="true" />