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

[Anonymous]

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.

[Borton]

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]

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,

[Anonymous]

@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?

[v-xida-msft]

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,

[yashag2255]

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]

@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)

[yashag2255]

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]

@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]

---

@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,