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

How can I efficiently load 10,000 items from a SharePoint List into a Collection?

I have a large SharePoint List that stores over 10,000 items. I want to load all 10,000 into a collection for use in a drop-down list.

 

I would much prefer to be able to filter the choices in the drop-down by pulling directly from the Source List, but I keep running into delegation issues and am only able to see the first few items.

 

The Collection is going to be filtered by other drop-downs, so the final lists will be somewhat manageable, but I need a way to load all of the data so users are not missing items.

 

 

1 ACCEPTED SOLUTION

Accepted Solutions

Hey @Anonymous 

 

Glad that it worked for you. 

Notes: Loading data at multiple places using the same local collection will be a very efficient approach to go with. With the current size of data, it usually takes some time to filter out the results. But when you collect it at once, it might take a bit longer at initialisation but the subsequent steps will be way more faster. Also, this won't have the lags caused by connection issues as a copy of data is always present. Storing data in a collection overcomes the delegation problem that we have with the data sources. So it is best approach to go with in case of heavy data. It will get all the records instead of capping at 2000.
 
One suggestion though, if you are planning to use dropdowns, they have a limitation of 500 records, so instead make use of combo boxes (just a heads-up, please ignore if already implemented)
 
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!

View solution in original post

34 REPLIES 34
Borton
Frequent Visitor

I don't think you can pull 10,000 items into a collection, you should be able to get away with using the list as the items in the drop down list and filtering there. What kind of delegation issues are you running into?

 

v-xida-msft
Community Support
Community Support

Hi @Anonymous ,

Do you want to pull 10,000 items from your SP List into your app?

Do you want to display 10,000 items within a Dropdown control?

 

Currenty, within PowerApps, there is a limit with Dropdown control. The Dropdown control could only show a maximum of 500 items. If you want to display more than 500 items within the Dropdown control, I afraid that there is no way to achieve your needs.

More details about the limits of Dropdown control, please check the following article:

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/controls/control-drop-down#description

 

If you want to load 10,000 items from your SP list data source into your app once time, I afraid that there is no way to achieve your needs in PowerApps.

If your formula faced a Delegation issue, you could only process 2000 records (maximum value) locally within your app at most once time.

If you want to load 10,000 items from your SP List data source into your app, as an alternative solution, you could load items in bulk within your app. Please check and see if the solution mentioned within following thread would help in your scenario:

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

 

On your side, please consider take a try with the following workaround:

Set the OnStart property of the App control to following:

Concurrent(
            ClearCollect(col1, Filter('YourSPList', ID >= 1 && ID <= 2000)),
            ClearCollect(col2, Filter('YourSPList', ID >= 2001 && ID <= 4000)),
            ClearCollect(col3, Filter('YourSPList', ID >= 4001 && ID <= 6000)),
            ClearCollect(col4, Filter('YourSPList', ID >= 6001 && ID <= 8000)),
            ClearCollect(col5, Filter('YourSPList', ID >= 8001 && ID <= 10000))
);
ClearCollect(colCombined, col1, col2, col3, col4, col5)

when you load your app, above formula would be executed, and then 10,000 items would be populated within the colCombined collection.

 

After that, within your app, you could do some filter condition on the colCombined collection. You could consider add a Data Table control within your app, then set the Items property to following:

Filter(
         colCombined,
         "filter condition"
)

Please take a try with above solution, check if the issue is solved.

 

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.
Anonymous
Not applicable

@v-xida-msft,

 

Thank you very much for this suggestion. It has already started to help as I was able to load more data than before and display it in a ComboBox.

 

However, I noticed that this only works for the first ClearCollect statement. Col1 populates perfectly, but every other Col is blank. Currently the SharePoint list has 4000 items, so I would expect at least Cols 1 and 2 to be full. I am still seeing a "Delegation" message for this as well.

 

Any suggestions?

Hi @Anonymous ,

Have you change the "Data row limit for non-delegable queries" limit to 2000 within your app?

 

Please consider change the  "Data row limit for non-delegable queries" limit to 2000  (maximum value) within the Advanced settings of App settings of your app, then re-load your app, check if the issue is solved.

Please check the following article for more details:

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/delegation-overview#changing-the-limit

 

Also please check and see if the following blog would also help in your scenario:

https://blog.coeo.com/davidmorrison/powerapps-500-record-limit-delegation-and-how-to-work-around-it

 

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.
yashag2255
Super User
Super User

Hi @Anonymous , 

 

Just to make the process more efficient and reduce the formula please follow the steps below: 

 

a) Create an attribute in your SP list which holds the row count. This can be an auto increment field which auto populates itself when the record is added. (lets Name it "SNo")
 
b) create a collection to store the number of loop count:
ClearCollect(LoopCount,FirstN([0, 2000, 4000, 6000, 8000, 10000, 12000],RoundUp(First(Sort(<<YourSPList>>,SNo,Descending)).SNo/2000,0)));
c) Now work on the main collection to get all the data, this can be done through OnVisible property of the page.
Clear(ListItems);
ForAll(LoopCount,Collect(ListItems,Filter(<<YourSPList>>,SNo > Value)));
Also, follow the steps to check if your Data Row limit for Non-Delegable queries is set to 500, if so, navigate to File -> App Settings -> Advanced Settings -> Look for Data Row limit for Non-Delegable queries as suggested by @v-xida-msft 
This can be set to the max value i.e. 2000 and works upto 2000 records out of all existing  using the Filter query. The soft limit is 500 which can be updated to 2000 records.
 
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!
Anonymous
Not applicable

@v-xida-msft,

 

I have indeed set the limit to 2000 within my app. It is still only populating the first collection and not going any farther. I am still seeing those delegation warnings on the ID >= portions and the && portions of the Filters within the ClearCollect statements (marked in red below):

 

Concurrent(
ClearCollect(col1, Filter('Catalog', ID >= 1 && ID <= 2000)),
ClearCollect(col2, Filter('Catalog', ID >= 2001 && ID <= 4000)),
ClearCollect(col3, Filter('Catalog', ID >= 4001 && ID <= 6000)),
ClearCollect(col4, Filter('Catalog', ID >= 6001 && ID <= 8000)),
ClearCollect(col5, Filter('Catalog', ID >= 8001 && ID <= 10000))
);
ClearCollect(CatalogCollection, col1, col2, col3, col4, col5)

Hi @Anonymous , 

 

Dropdown has a limitation to show only first 500 records, and last elements says, Maximum Limit Reached, if you want to hold 10000 records, use a combobox and disable multiple selection so that It behaves like a dropdown.
 
Hope this Helps!
Anonymous
Not applicable

@yashag2255,

 

Thank you for your reply. I should have clarified earlier that I am now using a ComboBox, but the issue remains the same as my collection is still not populating as it ought.


@yashag2255 wrote:

Hi @Anonymous , 

 

Just to make the process more efficient and reduce the formula please follow the steps below: 

 

a) Create an attribute in your SP list which holds the row count. This can be an auto increment field which auto populates itself when the record is added. (lets Name it "SNo")
 
b) create a collection to store the number of loop count:
ClearCollect(LoopCount,FirstN([0, 2000, 4000, 6000, 8000, 10000, 12000],RoundUp(First(Sort(<<YourSPList>>,SNo,Descending)).SNo/2000,0)));
c) Now work on the main collection to get all the data, this can be done through OnVisible property of the page.
Clear(ListItems);
ForAll(LoopCount,Collect(ListItems,Filter(<<YourSPList>>,SNo > Value)));
Also, follow the steps to check if your Data Row limit for Non-Delegable queries is set to 500, if so, navigate to File -> App Settings -> Advanced Settings -> Look for Data Row limit for Non-Delegable queries as suggested by @v-xida-msft 
This can be set to the max value i.e. 2000 and works upto 2000 records out of all existing  using the Filter query. The soft limit is 500 which can be updated to 2000 records.
 
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!

@Anonymous can you please confirm you followed this? 

 

Thanks, 

Helpful resources

Announcements

February 2024 Community Newsletter

Welcome to our February Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 with all the news from across Microsoft Power Platform and beyond. Are you ready to "Leap" in to all we've got to share today?   COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members post regularly, answer questions, kudos, and provide top solutions in their communities. We are so thankful for all your great work in January, and we can't wait to see who will be our most active members next month!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   There was a lot of activity in the Community in February! Did you miss anything? Here are just a few of the announcements and updates we shared: Super User Season 1 is HereFebruary 2024 User Group Update: Welcoming New GroupsCelebrating a New Season of Super UsersCheck out the February 2024 Dynamics NewsletterAnnouncing Copilot Cookbook GallerySuper User of the Month D. PoggemannTuesday Tips: Getting Started in the Community The best way to not miss them is to make sure you're subscribed to your community's News & Announcements. Subscribe today and don't miss anything next month! Power Apps News, Power Automate News, Copilot Studio News, Power Pages News Copilot Cookbook for Power Apps The all-new Copilot Cookbook is now available in the #PowerApps Community - offering a wide array of best practices on how to use Microsoft Copilot to develop and create in Power Apps.   The #CopilotCookbook is your new go-to resource when you need inspiration (or when you're stuck!) and aren't sure how to best partner with Copilot. So, whether you're looking for the best prompts or just want to know about responsible AI use, you can visit the Copilot Cookbook for regular, high-quality content that you can rely on. Our team will be reviewing posts using the new "Copilot " label to ensure we highlight and amplify the most relevant and recent content, so you're assured of high-quality content every time you visit. If you share a post that gets featured in the curated gallery, you'll get a PM in the Community to let you know!   The curated gallery is now ready for you to experience, so click the image below and check out the all-new Copilot Cookbook for Power Apps today. We can't wait to see what you "cook" up! 👨🍳       Power Platform Dev Weekly Celebrate 200th Episode Congratulations to Danish Naglekar, Anwesha Sharma, Matt Beard, Mark Carrington Carl Cookson and the team, as they celebrated the 200th episode of Power Platform Dev Weekly in February!   Click the image below to check out this landmark episode, featuring content from the likes of Nati Turtledove, Matthew Devaney, Inogic, Mohamed Ashiq Faleel, Mike Hartley, Nishant Rana, James Yumnam, Carl Cookson, Yannick Reekmans, Deepesh Somani, and many more.       "Get Started With" Power Platform Shorts Series This month we launched our new 'Get Started With' series on YouTube - a selection of sweet snapshots to keep you in the loop with all the latest Copilot trends that you can try out through advice at Microsoft Learn. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.     UPCOMING EVENTS Canadian Power Platform Summit - Vancouver - 16th March 2024 Check out the first ever Canadian Power Platform Summit, which takes place at Microsoft Vancouver office on Saturday 16th March 2024! Get ready to immerse yourself in the ultimate Power Platform experience at the #CPPS24. This event is tailored for makers, developers, students and tech enthusiasts eager to explore the depths of Power Platform technologies. With sessions ranging from beginner-friendly to advanced-intermediate, this event offers a diverse range of insights for attendees of all levels.   There's a great range of speakers, including the likes of Lisa Crosbie, Matthew Devaney, Ulrikke Akerbæk, Oleksandr Olashyn, Mark Smith, Jake Harvey, Manju Gurjar, Adam Tobias, Mats Necker, Natasza Kosakowska, Linn Zaw Win, Salim Adamon, Tomas Prokop, Maxim Nikonov, and many more.   Great work by Chris Piasecki, Éric Sauvé, Nick Doelman, Scott Durow, Victor Dantas and the team for putting this amazing event together. So, whether you're a seasoned pro or a rising star, click the image below to join the Microsoft Community in Canada to gain practical insights, discover real-world examples, and take away actionable skills to boost your expertise.   Business Applications Launch Event - Virtual - 10th April 2024 Registration is now open for the Microsoft Business Applications Launch event which kicks off at 9am PST on Wednesday 10th April 2024. Join Microsoft product leaders and engineers for an in-depth look at the latest news and AI capabilities in Power Platform and #Dynamics365, featuring the likes of Charles Lamanna, Sangya Singh, Julie Strauss, Donald Kossmann, Lori Lamkin, Georg Glantschnig, Mala Anand, Jeff Comstock, and Mike Morton.     Microsoft Fabric - Las Vegas - 26-28th March 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas! The conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions, with guest speakers including Arun Ulag, Amir Netz, Jessica Hawk, Eric Boyd, Kim Manis, Adam Saxton, Patrick LeBlanc, Bob Ward, Wangui McKelvey, Wee Hyong T., Justyna Lucznik, Priya Sathy, Mehrnoosh Sameki, Rachel Shepard, Karthik Ravindran, Jason Himmelstein, and many more.   On-site there will be a special Community Lounge, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!   If you'd like to learn how the latest advances in AI and how #MicrosoftCopilot can help you streamline your processes, click the image below to register today!       LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages

Microsoft Power Up program unveils new curriculum and more

  New engaging and cohesive Power Up curriculum The Microsoft Power Up Program – a self-paced upskilling program, launched in 2022 to help non-technical professionals gain marketable skills using the Microsoft Power Platform – takes learning to the next level with a cohesive video-based curriculum that spans only seven weeks. Recognizing the demand for multimedia content, we partnered with Microsoft MVPs Rory Neary and Charlie Phipps to create engaging videos that not only simplify complex concepts, but also make the learner experience more dynamic and immersive. Each course follows the same business through real-world scenarios with demos and hands-on exercises for learners to gain skills and build solutions using Power Apps, Power Automate and Power BI. This structured approach not only enhances comprehension but also equips learners with tangible skills that can be applied immediately in their professional endeavors. By focusing on key areas, the program has been shortened from 12 weeks to seven, saving valuable time without sacrificing quality. Special thanks go to Microsoft Power Platform advocates, April Dunnam and Renee Noble who shared their expertise and to Power Up Program champs who contributed with feedback and reviews over the last 1+ year to make this significant improvement.   Easy access to a comprehensive Development Environment In addition, the program now offers simplified and instant access to a comprehensive development environment for Power Up Program learners to explore and experiment with the Power Platform in a sandbox environment, fostering creativity and innovation.     Introducing App-In-A-Day (AIAD) workshops for Power Up learners As an added incentive, participants of the Microsoft Power Up Program can now sign up for partner-led “App in a Day” virtual workshops. These workshops, conducted by industry experts and Microsoft partners, provide invaluable insights and practical guidance to supplement the core curriculum. By attending these workshops, learners can gain deeper insights into application development and further enhance their skills in leveraging the Power Platform for business solutions. A big shout to our partners that are supporting the Power Up Program and delivering these AIAD workshops: Advaiya, Almato AG, Braintree, Kaispe, Koenig Solutions, PowerApps 911, Pragmatic Works, Smart Consulting.   These enhancements introduced to the Microsoft Power Up Program mark a significant milestone in the ongoing quest to empower individuals with the skills needed to thrive in today’s digital economy. By embracing video-based learning, streamlining the curriculum, and offering personalized experiences, the program continues to set new standards of excellence in virtual education. Sign up today to start your Power Up learning journey (https://aka.ms/PowerUp/)   by Dimpi Gandhi, Principal PM Lead, Power Up ProgramRepost from Microsoft Power Platform Product Blog

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Our team will be reviewing posts using the new "Copilot" label to ensure we highlight and amplify the most relevant and recent content, so you're assured of high-quality content every time you visit. If you share a post that gets featured in the curated gallery, you'll get a PM in the Community to let you know!The curated gallery is ready for you to experience now, so visit the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community. We can't wait to see what you "cook" up!      

Tuesday Tips: Getting Started in the Community

TUESDAY TIPS is back!   This weekly series of posts is our way of sharing 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! The original run of Tuesday Tips was a highlight of last year, and these all-new Tips will hopefully prove to be just as informative as helpful. We will cover some basics about the Community, a few "insider tips" to make your experience even better, and sharing best practices gleaned from our most active community members and Super Users. Make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   THIS WEEK: I'm Brand New! What Do I Do? The number of new community members we have each week is pretty amazing, and we are so glad to welcome all of you to the Community! You may be wondering. "What do I do? Where do I get started? Will anyone be willing to help me? What I have a question? Help!"   Let's start with this: Welcome to the low-code revolution, and more importantly, welcome to the Power Platform Community! This is a great place to start. Whether you're busy with Power Apps, getting familiar with Power Automate, engaging Copilot Studio, or building in Power Pages, there are a few key places you should check out as you begin your journey: FORUMS: The forums are THE place to ask questions, look at questions asked by other Community members—and see answers and solutions from our Super Users and other helpful people in the Community. Power Apps ForumsPower Automate ForumsCopilot Studio ForumsPower Pages Forums   NEWS & ANNOUNCEMENTS: Our News & Announcements section highlights the newest and greatest updates in the Community, news from the product team, and so much more. It’s updated a few times each week and will also help you find ways to connect with what’s going on in the ever-growing world of Power Platform. Power Apps News & AnnouncementsPower Automate News & AnnouncementsCopilot Studio News & AnnouncementsPower Pages News & Announcements   GALLERIES: The Galleries section of the Community features tons of tips and tricks, features and benefits, and more—through videos created by our Super Users, product teams, and other helpful members of the Community. Power Apps GalleriesPower Automate Galleries Copilot Studio GalleriesPower Pages Galleries BLOGS: The community blogs section is full of handy step-by-step tips from members of the Community—and some of them include detailed answers to some of the questions most frequently asked questions, as well as how they solved a problem they faced. Power Apps Community BlogPower Automate Community BlogCopilot Studio Community BlogPower Pages Community Blog POWER UP PROGRAM: If you’d like to really take a huge step forward in your journey, we recommend checking out the Power Up Program, a Microsoft-sponsored initiative that trains new Power Platform users and has been a huge success since it launched a little over a year ago. There’s a waiting list, so definitely apply soon if you’re interested! Find out more here: Microsoft Power Up Program for career switchers.   There's so much more you'll discover in your Power Platform experience, and this Community is here for YOU! We are glad you've discovered us and can't wait to see where you grow! If you're new to the Community and just getting started, make sure to give this post a kudo and introduce yourself so we can welcome you!

Super User of the Month | Drew Poggemann

As part of a new monthly feature in the Community, we are excited to share that Drew Poggemann is our featured Super User for the month of February 2024. If you've been in the Community for a while, we're sure Drew's name is familiar to you, as he is one of our most active contributors--he's been a Super User for five consecutive seasons!   Since authoring his first reply 5 years ago to his 514th solution authored, Drew has helped countless Community members with his insights and expertise. In addition to being a Super User, Drew is also a User Group leader and a Microsoft MVP. His contributions to our Super User sessions and to the new SUIT program are always welcome--as well as his sense of humor and fun-loving way of sharing what he knows with others.   When Drew is not solving problems and authoring solutions, he's busy overseeing the Solution Architecture team at HBS, specializing in application architecture and business solution strategy--something he's been doing for over 30 years. We are grateful for Drew and the amazing way he has used his talent and skills to help so many others in the Community. If you are part of the SUIT program, you got to hear some great tips from Drew at the first SUIT session--and we know he still has much more to share!You can find him in the Community and on LinkedIn. Thank you for all you do, Drew!

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly New User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

Top Solution Authors
Top Kudoed Authors
Users online (4,229)