Filter Sharepoint List by View

[Anonymous]

I have a really large SP list, nearly 10,000 line times.

My questions:

1. Is it advisable to have one large list and try filter through collections and such, or break the one list up into 8 different views smaller views? 

2. Which is most appropriate for Power Apps filtering? When I created one large list I started getting the 'hey fella, your list is to large' warning. So, I created 8 smaller views on the same list and deleted the largest view. Now, instead of one 10000 item list I have eight views in the same list, all less the 4,000 items.

3. However, on my Power Apps Gallery I can only see data in two of the views when I view the form. The rest of the view don't return data. So, it work - kinda.

Suggestions, for Gallery filter that will allow for querying of multiple SharePoint views on the same SP list through choices in three cascading dropdowns.

Again, the filter works already, for two region but not all.

[eka24]

Watch this video from Christian on handling large data set https://youtu.be/IvTiAanB3Cs?t=31

Also if your data is already in powerapps by the technique you employed, then is strange not all is showing on the Gallery.

Did you combine the Various collections (8 collections)

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[Drrickryp]

Hi @Anonymous 

It is ok to keep it as one list as long as you are using functions that are delegatable like Filter() and StartsWith() and EndsWith().  Unfortunately, if you want to filter the result based on text "contained" within the item, this is not possible with SharePoint delegatable functions. 

Other than using collections, another option (albeit of limited usefulness) is to use a Static Excel file which is ok as long as you don't want to modify or add data to the dataset. SharePoint can export a large list as an Excel file that can then be brought back into the app as a Static file. This can be used as an archive to be searched for information that won't be changed. 

[Anonymous]

It's okay on the PA side. SP doesn't like views over 5,000.

As it pertains to my original question, is there a way to write a filter for a Gallery that will retrieve data from a specific view in SP list, specific to the 'content' of a dropdown box.

Again, right now it apparently is doable because its already pulling back data from two of the sub-areas that comprise two of the seven views. What should I look for to determine why I can't see the other views?

The formula, though we know is works, is -

[WarrenBelz · Accepted solution]

Hi @Anonymous ,

I will throw something in here.

If I understand your question correctly, "views" in SharePoint are not visible to PowerApps, they are a separate filter in SharePoint in the same way as a Gallery is in PowerApps. You can only look at the SharePoint List as a whole.

However having said that there are many Delegable filters including Text and Numeric (except ID). Choice and Lookup fields are not Delegable. As long as your Drop-down box is not one of these in the base data (it is a Text field), you can Filter from as many records as you want. You can also Collect up to 2000 items with a Delegable filter than any Filter will work on the Collection.

If you have a specific example of what you are requiring, I can probably point you in the right direction.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

[Phineas]

To your clarification that the SharePoint list can only be viewed in its entirety, and that 'individual' filtering of views is not possible; Because SharePoint doesn't like large list views (regardless of how accommodating Power Apps may be), I broke up my 11,000 plus item list into seven smaller lists. I am, for whatever reason, able to see and filter through two of the seven lists. 

My question, why is it I can see the two but not all seven? There is nothing unique about the two. All list contain exactly the same columns and site specific data. The only difference, some lists are larger than other, but the two I can see are the smallest and largest.

Why can't I see all seven views of the SharePoint list, if I can see two?

[WarrenBelz]

@Phineas ,

Just to be clear what you are saying:

• You have seven separate lists (with different names) in SharePoint.
• You have connected all of these seven lists separately and can see all of the names when you choose View > Connections.
• You can only "see" two of them

How are you trying to "see" these?

To clarify also you can Filter larger lists (I have a photo library with over 30,000 files in it) as long as the Filter is Delegable.

You can also view up to 5,000 items of a larger list in SharePoint as long as you filter it (there are no delegation issues in SP)

[Anonymous]

No, sir; I have one large 'list' (11000+), that I was unable to open in SP due to its size. So, I created seven smaller 'views' within the 'list' and deleted the original 'default' view that was to big to view. Now, I have seven views in the SP list, all less than 5,000 items, of which I can see and query two but not all seven.

[WarrenBelz]

Thanks @Anonymous ,

As far as Power Apps is concerned, you have done nothing to the list. A View in SharePoint is only in SharePoint and a Filter on this really only solves the 5,000 item limit in SharePoint views. You still have one 11,000 item list that PowerApps has to manage.

If you look back at my first post, I explained this in more detail.

You can "see" as many items as you want, I have a list bigger than that and a Library with over 30,000 photos) as long as the filter (text or numeric) and the operator (equals etc)  are both Delegable. You cannot Collect more than 500 (able to be increased to 2000) at a time into an internal Collection).

What is it exactly you are wanting to do?

[Phineas]

I'm not sure if we finished this and I just missed the answer.

My outstanding issue, I broke the big single view list of 11000+ items, called Asset list, into seven views (AKR, MWR, IMR, etc.), to eliminate my view issues errors on the SP side.

As a result of this action now I can only see data in the Power Apps Gallery for two of the seven SP views (AKR and IMR), and not all seven views.

Thoughts?