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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.

 

 

34 REPLIES 34
Anonymous
Not applicable

@yashag2255,

 

I just noticed that the ListItems collection includes some duplicates that need to be removed. How can I correct this? Here is the code I modified based on our previous discussion:

 

ClearCollect(LoopCount,FirstN([0, 2000, 4000, 6000, 8000, 10000, 12000],RoundUp(First(Sort('Item Tracker',ID,Descending)).ID/2000,0)));

Clear(ListItems);
ForAll(LoopCount,Collect(ListItems,Filter('Item Tracker',ID > Value)));

@Anonymous  Do you have duplicates in your SP list or is it getting collected inside the collection?

Anonymous
Not applicable

@yashag2255,

 

I just verified my SP List to ensure there were no duplicates there.


@Anonymous wrote:

@yashag2255,

 

I just noticed that the ListItems collection includes some duplicates that need to be removed. How can I correct this? Here is the code I modified based on our previous discussion:

 

ClearCollect(LoopCount,FirstN([0, 2000, 4000, 6000, 8000, 10000, 12000],RoundUp(First(Sort('Item Tracker',ID,Descending)).ID/2000,0)));

Clear(ListItems);
ForAll(LoopCount,Collect(ListItems,Filter('Item Tracker',ID > Value)));


 

Thanks for your solution. 

For SharePoint this seems to be working, but it isn't for Excel.

 

 

is it still working? ID is giving delegation warning now and count limited to 2000.

Anonymous
Not applicable

I don't know what I'm doing wrong, but it didn't work, I only managed to get 2000 item ...

 

Put the code in App-Onstart: 

 

ClearCollect(loopC,FirstN([0,2000,4000,6000,8000,10000,12000,14000,16000],
RoundUp(First(Sort(ShipToList,ID,Descending)).ID/2000,0)));

Clear(ItemShipTo);
ForAll(loopC, Collect(ItemShipTo, Filter(ShipToList, ID > Value)));

 

Your help please!

 

 

Anonymous
Not applicable

I am running into the same issue that @Anonymous is having.  Would love to hear if anyone was able to figure that out!

Anonymous
Not applicable

I have tested both methods to load lots of SharePoint items, note that I have kept the 500 item limit in settings for the purpose of testing, but you should change this in your apps to 2000.


Method 1

 

Concurrent(
            ClearCollect(col1, Filter(SPlist, numID >= 1 && numID <= 500)),
            ClearCollect(col2, Filter(SPlist, numID >= 501 && numID <= 1000)),
            ClearCollect(col3, Filter(SPlist, numID >= 1001 && numID <= 1500)),
            ClearCollect(col4, Filter(SPlist, numID >= 1501 && numID <= 2000)),
            ClearCollect(col5, Filter(SPlist, numID >= 2001 && numID <= 2500))
);
ClearCollect(colSPlist, col1, col2, col3, col4, col5)

 


Method 2 - from @yashag2255 

 

ClearCollect(LoopCount,FirstN([0, 500, 1000, 1500, 2000],RoundUp(First(Sort(SPlist,numID,Descending)).numID/500,0)));
Clear(colSPlist);
ForAll(LoopCount,Collect(colSPlist,Filter(SPlist,numID > Value)));

 

 

Important note

Neither of these methods work with the SharePoint built-in ID column, or with a calculated column =[ID] - they will only load 500 items.

 

To load more than 500 items you have to manually populate a number column with unique numbers. You will typically do this using Power Automate: if an item is created or modified, set numID = ID.

 

johnnyshield_0-1629190039654.png

This topic has been discussed extensively on the forums, but I thought I'd lay it out again as clearly as possible for any people finding this issue for the first time.

 

Other threads

Solved: ClearCollect for more than 2000 records - Power Platform Community (microsoft.com)

500 item limit in CDM entity search filter(need to... - Page 12 - Power Platform Community (microsof...

Solved: Delegation limit with Filter SharePoint list - Power Platform Community (microsoft.com)

PowerRanger
Super User
Super User

Hi,

Even though this post is quite old I want to mention another way to how to load more than 2000 SharePoint-Items into a collection.

 

  1. Connect to your datasource
  2. place a Gallery on your canvas, name it "galBackgroundLoad" and connect it to your datasource
  3. Add a textbox on your canvas and name it "txtSearch"
  4. Add a textbox on your canvas and name it "txtMaxItems"
  5. Add a label on your canvas. For the text property use: CountRows(galBackgroundLoad.AllItems)
  6. On your gallery change the formula for the Items property to: Filter(<<yourDataSource>>,StartsWith(Title,txtSearch.Text))
  7. On your gallery change the formula for the Default property to: If(CountRows(Self.AllItems) < Value(txtMaxItems.Text),Last(Self.AllItems),First(Self.AllItems))
  8. For perfomance reasons change the visibility of your gallery to be not visible
  9. Add a Button on your canvas, name it btnGalleryToCollection and change the OnSelect property to: ClearCollect(colMyItems,Gallery1.AllItems)

 

Play the app. Enter lets say 2500 in the txtMaxItems field. Leave the txtSearch Field blank...

 

You should now notice that the label with the item count gets updated in chunks of 100 until it reaches the value of txtMaxItems. After that you just press your button btnGalleryToCollection and have a look at the collection colMyItems.

 

Please also have in mind that now the gallery as well as the collection holds the data. So it would be good to implement a logic that after the items got loaded to the collection the gallery will be reset to have not items at all.

 

Please also consider to load only the relevant columns into your collection. Sharepoint does return all columns even if you only need the Title fields for Example. So use something like ShowColumn with the btnGalleryToCollection.

 

With this method you are able to apply any kind of filter logic which is delegatable and receive "All items" in a collection. Use with caution 🙂

 

Hope you find this helpfull. Happy coding.

 

regards,

Lutz




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