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Bulk Delete Items from SharePoint - Delegation Problem

Hi,

 

I am trying to delete a group of records from a SharePoint list using RemoveIf but couldn't as my list has more than 3k items. Then I decided instead of deleting the data, I added a column called IsDeleted in SharePoint to mark it using UpdateIf but that doesn't work either because of delegation.

 

Is there a way to do this using ForAll and Patch may be to loop a PowerApps collection with a list of IDs and Patch IsDeleted column in SP? I am having trouble writing a formula to do that. What am I doing wrong? Any suggestions, please..

 

ForAll(
RenameColumns(colIDsToMark, "ID", "ID1"),
Patch(
SPList,
LookUp(SPList, ID = ID1),
{
IsDeleted: 1
}
);
);

 

13 REPLIES 13
RandyHayes
Super User
Super User

@testtest123test 

What was your RemoveIf formula?  That should work as long as the criteria in the function is delegable.

i.e.

RemoveIf(yourList, aColumn="ABC")  will remove all that meet the delegable criteria. 

example (don't use this unless you want to clear a list) : RemoveIf(yourList, true) will deleted everything.

 

I hope this is helpful for you.

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@RandyHayes , Thanks for the blazing quick reply.  Does that mean as long as the criteria returns within 2000 (that is my delegation limit) records, it should work? My RemoveIf will delete at most 10 records at once and it stopped working after the list grew over 2000 records. So, I was thinking RemoveIf will only work on the first 2k records.
Here is how I have my remove:

// Get the ID for the Store
UpdateContext(
{
varStoreID: LookUp(
col,
StoreAddress = ddStoreAddress.Selected.StoreAddress
).StoreID
}
);
// Remove the data for this store
RemoveIf(SPList,ID = VarStoreID);

RandyHayes
Super User
Super User

@testtest123test 

Record limits and delegation are two separate things.

Your RemoveIf though doesn't make much sense as you are trying to RemoveIf the ID is equal to a variable.  The thing is...every ID in SharePoint is unique. So the most you could ever remove with that formula is 1 record.  If that record happens to be record #2500 in the list, then the formula will still remove that record because it is delegable to the datasource.

If you meant that you wanted to remove any records with the store ID...then perhaps : RemoveIf(SPList, StoreID = VarStoreID)  will remove all records with that ID - because the criteria is delegable.

 

So why record limit??  Because, if you, for example, stored your StoreID as a text value and added some function to your formula...say: RemoveIf(SPList, Value(StoreID) = VarStoreID) then this will not delegate.  Because of that PowerApps MUST pull X number of records (where X is the record limit in your app) and then go through each record and perform the function in order to satisfy the criteria.

 

But...if your criteria delegates then record limit is not an issue in this scenario.

 

People get confused with this when filtering.  

Example:  Filter(SPList, StoreID = VarStoreID) is a delegable formula.  However, if there are 3000 records in the list with that store ID, then you will only get up to 2000 records.  The formula though was delegable, and this is why I say delegation and record limit are two separate things - because, record limit controlled how many records you received back.  Delegation had to do with the fact that we were able to delegate the criteria to the datasource.  And, in the above example...let's say your list had 5000 records in it and it turns out that the StoreID we are looking for, the first record in that list, starts at record 2500.  You WOULD get that record back even though it is greater than 2000 because delegable criteria doesn't care about limits.  Results care about limits.

 

I hope that is relatively clear.

 

 

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Hi @RandyHayes ,

I am sorry I typed it wrong here. As you mentioned, I am using  RemoveIf(SPList,StoreID = VarStoreID); and my StoreID is a number column in SharePoint but still, oddly it just doesn't work. The exact same formula works on SPList2 which has only 100 records but not on the one in which I have 3k. Not sure what I am missing. 😫

RandyHayes
Super User
Super User

@testtest123test 

I'm not sure either.  One way to test delegation and record limit issues is by setting the record limit to a low number...I say this because I just tested this out to make sure nothing has changed.  I set record limit to 5 and did a RemoveIf on a small list (about 50 records)...it removed fine.

Still with record limit at 5, I performed a RemoveIf on a big list (around 8k items)...it worked fine.

 

So, the only thing I can think is that perhaps your formula is different than what you are posting.  Is your formula as simple as RemoveIf(yourList, StoreID = VarStoreID), or do you have other factors in it?

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

Hi @RandyHayes ,

 

First of all, I really appreciate all your inputs.

The code is exactly this. Nothing other (I just removed the actual SP list name)
// Get the ID for the Store
UpdateContext(
{
varStoreID: LookUp(
col,
StoreAddress = ddStoreAddress.Selected.StoreAddress
).StoreID
}
);
// Remove the data for this store
RemoveIf(SPList,StoreID = VarStoreID);
Here is how I tested: 
I deleted records in my SP List and made sure my record count is 1999 and then tested the RemoveIf and the deletes worked. Now, I added 5 records for the same StoreID so that 3 are under 2k and 2 are over. This time I ran it, for that StoreID, it deleted 3 records that were under 2k and left the 2 over 2k which confirms this is a delegation issue and for some reason, this isn't conforming with what I learned from your explanation. I am thinking to recreate the list and try but too much hassle to copy 2k records over and the other option is Flow.

 

Anyways, really appreciate all your inputs. Thank You.

RandyHayes
Super User
Super User

@testtest123test 

Actually, I tested again thinking that the variable was somehow impacting.  It didn't make a difference...still removed as requested.

Then I realized I was removing based on the ID of the record and thought...how about if I put a StoreID in my list.

I did for records 2995 and 2998 in my list.  Changed formula to StoreID number and tried...it did NOT remove them.

So I put store ID in for records 3, 4, 8, 9  (remember my record limit is still set at 5).  The formula removed 3 and 4 and left 8 and 9....hmmm....either there is something wrong, or what I have been relying on for so long (that has appeared to work fine) is not correct.  

I'm going to review this a bit more, but I'm fried for the day...so, I'll look over it tomorrow.

 

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
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Really want to show your appreciation? Buy Me A Cup Of Coffee!
RandyHayes
Super User
Super User

@testtest123test 

Okay...I couldn't stay away from it!!

 

I found this to work well:

With({_items: Filter(bigList, StoreID=varStoreID)},
    ForAll(_items as _item,
        RemoveIf(bigList, ID=_item.ID)
    )
)

 

I'm scratching my head back on a few years of apps to recall if I used this to remove items or not.  I think that for the most part I have.

 

Give that a try, only in your case it would be:

// Get the ID for the Store
UpdateContext(
{varStoreID: LookUp(col, StoreAddress = ddStoreAddress.Selected.StoreAddress).StoreID}
);

// Remove the data for this store
With({_items: Filter(SPList, StoreID=VarStoreID},
    ForAll(_items As _item,
        RemoveIf(SPList, ID = _item.ID)
    )
)
_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

Hi @RandyHayes ,

Thank you again for your inputs. But, the same issue with this one too. Deletes everything within the delegation limit and leaves the one outside. So, in my case deletes everything under 2k and doesn't touch the ones above.
I used the exact same code you posted except your 2nd piece of code was missing a close parenthesis at filter so I added it. At this point, I am giving it up. Using flow to delete these records is far easier. Between these delegation issues and all the close and reopens we need to do in PowerApps sometimes, it's getting really frustrating to develop here.

But again, I can't appreciate enough the time you are taking to help me out here. Respect!

// Get the ID for the Store
UpdateContext(
{varStoreID: LookUp(col, StoreAddress = ddStoreAddress.Selected.StoreAddress).StoreID}
);

// Remove the data for this store
With({_items: Filter(SPList, StoreID=varStoreID)},
    ForAll(_items As _item,
        RemoveIf(SPList, ID = _item.ID)
    )
)

 

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