cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
PowerAppsJunkie
Advocate II
Advocate II

Filter a SharePoint list with more than 2000 records

Is it possible to filter on a SharePoint list with more than 2000 records?

 

What I want to do is do a filter in for a column that has text like "NameA; NameB; NameC".  So there are 3 names in this column that are seperated by a ";"  I need to filter on a name so lets use "NameB" as an example.  So that if "NameB" exists anywhere in that column it will show the list item in a gallery.

I can't use StartsWith because well Name B could exist anywhere in that column...so it could be "NameC;NameA;NameB" on one list item or it might be "NameD;NameB;NameA" in a different list item.  I need to show all SP list items that could have "NameB" anywhere in that column.

The issue I'm running into is how to search anywhere in that column for "NameB" and not run into delegation issues because the list has 3,300 items in it.

So is there any work around or can I use Flow to help fix the problem?

2 ACCEPTED SOLUTIONS

Accepted Solutions
v-xida-msft
Community Support
Community Support

Hi @PowerAppsJunkie , 

Currently, the 'in' operator is not delegable within SP Connector, it means that you could not delegate the data process from your app to your SP List data source, instead, you could only process data locally.

 

In default, you could only process 500 records locally at most, you coud change the "Data row limit for Non-delegable queries" option to maximum value -- 2000 in Advanced settings of App settings, then you could process 2000 records locally in your app.

 

As an alternative solution, you could consider bulk-load your SP List records into your app. Please check and see if the alternative solution mentioned within the following thread:

https://powerusers.microsoft.com/t5/General-Discussion/Pulling-in-large-ish-SQL-tables/m-p/243777#M7...

On your side, please set the OnStart property of the App to following:

 

Concurrent(
          ClearCollect(col1, Filter('YourSPList', ID >= 1 && ID <= 2000)),
          ClearCollect(col2, Filter('YourSPList', ID >= 2001 && ID <= 4000))
);
ClearCollect(MergedCollection, col1, col2)

Then modify your Filter formula as below:

Filter(MergedCollection, "NameB" in NameColumn)

then re-load your app (fire the OnStart proeprty of the App), then check if the issue is solved.

Note: Please make sure you have changed the "Data row limit for Non-delegable queries" option to maximum value -- 2000 in Advanced settings of App settings already.

 

Best regards,

 

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

View solution in original post

cwebb365
Most Valuable Professional
Most Valuable Professional

Well, you'll have to have a job run through all the records that exist now first so you can update the existing records to the new column as well. But you will use that RealID lets call it column, as your filter so RealID >= 2001 && RealID <= 4000 etc.

View solution in original post

21 REPLIES 21
yashag2255
Super User
Super User

Hi @PowerAppsJunkie 

 

Can you try to use either of the below formulas?
 
Expressions:
Filter(SPListName, "NameB" in ColumnName)
Or
Filter(SPListName, "NameB" in Split(ColumnName, ";"))
 
These expression works for Text type column, if this differs please share more info about the column type.
 
Hope this Helps!
 
If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up. THANKS!
v-xida-msft
Community Support
Community Support

Hi @PowerAppsJunkie , 

Currently, the 'in' operator is not delegable within SP Connector, it means that you could not delegate the data process from your app to your SP List data source, instead, you could only process data locally.

 

In default, you could only process 500 records locally at most, you coud change the "Data row limit for Non-delegable queries" option to maximum value -- 2000 in Advanced settings of App settings, then you could process 2000 records locally in your app.

 

As an alternative solution, you could consider bulk-load your SP List records into your app. Please check and see if the alternative solution mentioned within the following thread:

https://powerusers.microsoft.com/t5/General-Discussion/Pulling-in-large-ish-SQL-tables/m-p/243777#M7...

On your side, please set the OnStart property of the App to following:

 

Concurrent(
          ClearCollect(col1, Filter('YourSPList', ID >= 1 && ID <= 2000)),
          ClearCollect(col2, Filter('YourSPList', ID >= 2001 && ID <= 4000))
);
ClearCollect(MergedCollection, col1, col2)

Then modify your Filter formula as below:

Filter(MergedCollection, "NameB" in NameColumn)

then re-load your app (fire the OnStart proeprty of the App), then check if the issue is solved.

Note: Please make sure you have changed the "Data row limit for Non-delegable queries" option to maximum value -- 2000 in Advanced settings of App settings already.

 

Best regards,

 

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

@v-xida-msft 

I used the collection as you put in but it's only grabbing the first collection of 2000 records.  I don't get anything from the 2nd collection and when I preview it via view it shows the collection as blank.

It's acting like it's not pulling in the records.

I created a button to pull them in manually into a collection like this:

 

ClearCollect(col2, Filter('YourSPList', ID >= 2001 && ID <= 4000))

But when I click that it doesn't pull any records in but when I click the button when changing it to this...it works...


ClearCollect(col1, Filter('YourSPList', ID >= 1 && ID <= 2000))

 

Any ideas?

cwebb365
Most Valuable Professional
Most Valuable Professional

ID is not delegable, so you're only getting the first 2000 id's no matter what you put in there. You have to go in an create a flow that takes your ID's and replicates it to a number column that you use in the list.

So I create a flow when a new item is added to the list to lookup the ID of the item ID and copy it to a new number field? Then in the clearcollect grab that column instead?
cwebb365
Most Valuable Professional
Most Valuable Professional

Well, you'll have to have a job run through all the records that exist now first so you can update the existing records to the new column as well. But you will use that RealID lets call it column, as your filter so RealID >= 2001 && RealID <= 4000 etc.

Yup I was just writing a flow to do the ID's over to a new column now and then implementing a new flow for any new items added.

Will test as soon as the flow finishes but sounds like it should work as intended.
cwebb365
Most Valuable Professional
Most Valuable Professional

Now that Lookup columns and choice columns are delegable, I don't know if Calculated columns work, but you could try to create a calculated column first and just try it so that the calculated column called CalcID and use [ID] as it's value. Might work, I'd try that to see if it's updated to use delegation real quick, if not, then you'll unfortunately have to go the other route.

Ok I tried a CalcID field with [ID] and in the formula it says invalid argument type expecting a number value.

I did calculated field as a number value and a a single line of text but both give me the error

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 (5,960)