cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

Collection Limit

I have a Sharepoint list with 2100 records in it. I have discovered the 500 record limit when using non-delegable functions but I performed the following and was wondering if this is normal? Connect my list as a datasource and set the Items property of a gallery to this datasource. I displayed the ID column and when scrolling in the preview mode I could see well over 1000 records in the gallery. I put a button on the screen and in the OnSelect I had a Collection created 

 

ClearCollect(KPIs, KPIData); UpdateContext( { Counter: CountRows(KPIs) }).

 

When I set the Items property of the gallery to the new collection I only see 500 records and the Count only shows 500 as well. 

 

Does this mean that there is a 500 record limit on collections?

14 REPLIES 14
Anonymous
Not applicable

@mr-dang with some additional testing I added a gallery and set its items directly to a filter of the data source and no records.

 

Filter(KPIData,ID>=1) produces first 500

 

Filter(KPIData,ID>=501) zero results in gallery.

 

Filter(KPIData,ID>=0 && ID<=501) produces first 500

 

Filter(KPIData,ID>=501 && ID<=1001) zero results in gallery.

 

 

Anonymous
Not applicable

@mr-dang I questioned whether the ID column was evaluating correctly so I created another Sharepoint list with two columns (Title, Column2). Column2 is a number field starting from 1 to 1200. I added a Gallery and set the items to the following and received the corresponding results.

 

 

Filter(NumberList, Column2>10 && Column2< 14 ) = 3 record

 

Filter(NumberList, Column2>=1 && Column2<=500 ) = records 1 - 500

 

Filter(NumberList, Column2>=500 && Column2<=502 ) = 1 record (500)

 

Filter(NumberList, Column2>=501 && Column2<=502 ) = Zero Records. 

 

Filter(NumberList, Column2>500 ) = Zero Records

 

 

It appears that at least in my version of Power Apps that Sharepoint is not Delegable with Filter.  Im going to start another thread and see if anyone else is seeing this.

panand99
Impactful Individual
Impactful Individual

Hi @Anonymous
Do u find any solution for that issue. I am facing g the same issue as u were.

Same Issue here, did you get to solve the problem?


@Anonymous wrote:

@mr-dang I questioned whether the ID column was evaluating correctly so I created another Sharepoint list with two columns (Title, Column2). Column2 is a number field starting from 1 to 1200. I added a Gallery and set the items to the following and received the corresponding results.

 

 

Filter(NumberList, Column2>10 && Column2< 14 ) = 3 record

 

Filter(NumberList, Column2>=1 && Column2<=500 ) = records 1 - 500

 

Filter(NumberList, Column2>=500 && Column2<=502 ) = 1 record (500)

 

Filter(NumberList, Column2>=501 && Column2<=502 ) = Zero Records. 

 

Filter(NumberList, Column2>500 ) = Zero Records

 

 

It appears that at least in my version of Power Apps that Sharepoint is not Delegable with Filter.  Im going to start another thread and see if anyone else is seeing this.


 

tl;dr: See #4.

 

There are practices that can be done, and practices that should be done.

 

The solution that I provided previously was in an effort to overcome delegation limits with the connections and conditions that existed at the time. Much has changed since then and I would encourage you to subscribe to the PowerApps blog to be on top of changes as they come along.

 

What I will be sharing in this post is a small part of a larger conversation on information architecture and how app experiences should differ from database experiences. First, I want to point you to a 3-part series written by @Drrickryp about designing your database:

 

 

I also invite you to read Mehdi's blog on performance considerations:

https://powerapps.microsoft.com/blog/performance-considerations-with-powerapps/

 

Assuming you've put some of those principles in place and understand the limitations brought up, please read on.

 

Here's how I think of app experiences vs. viewing data on the back end:

 

App experiences

  • fast: formulas are efficient and load time is short
  • minimal: only interacts with what you need at any given time, has few controls
  • curated: targets precise views and avoids showing everything

Backend database experiences

  • omnisicient: sees all your data and can pare down using malleable expression languages
  • omnipotent: can run any action against the data
  • function > form: what the data viewer does is more important than how it looks

 

Big idea: You should not bring in all of the data because apps are minimal. 

 

Given that principle, here's my personal checklist on how to think of what data to pull in--others may differ here:

  1. Filter your data against conditions that would pare them down below 500 records within the delegation rules and suggestions from Mehdi and @Drrickryp

  2. If you need > 500 records returned from a given filter, bump the limit up to 2000 in the App settings.

  3. If you need > 2000 records returned from a filter and you're on SQL, create a SQL view for each experience you want to curate. Define it to a point to achieve minimalism and narrow scope. To do this right, you will result in < 2000 records.
    https://powerapps.microsoft.com/en-us/blog/using-sql-server-views-in-powerapps/

  4. If you need > 2000 records, you've tested the load time for the amount of records you need, and it is reasonable to your end-user and scenario, run a flow:
    https://powerapps.microsoft.com/en-us/blog/return-an-array-from-flow-to-powerapps-response-method/
    https://youtu.be/Tz67Deb_3RA?t=513

  5. If you're on SharePoint and you have complex columns that you need to filter against, determine if you are going to be viewing the data in SharePoint more or in PowerApps more. 

    If you would be viewing the data in PowerApps, use text columns with the individual value instead. For example, instead of a Person column, use a text column containing just the email or other field that you need.

  6. Page your data: bring in N records at a time with the same patterns above.

  7. If you are still not able to overcome delegation limits, it is time to use the right tool for the right job and upgrade to a more robust datasource:
    Common Data Service for Apps: supports aggregates, relationships, option sets
    SQL: supports SQL views

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

  It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd. at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3rd, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!       Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪🌠

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!    Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Top Solution Authors
Top Kudoed Authors
Users online (5,191)