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sasidhar_mudra
Helper III
Helper III

How to pull more than 3000 SP list items to PowerApps

@v-siky-msft ,

 

Hi Sik,

 

I have a SP list with more than 4000 items. The app is pulling only 2000 as there is the limit.

 

Even in the collection. Is there a way that i can pull all 4000 items into collection? Tried looking at different posts here and could not understand how to do it.

 

Would you be able to help me on this?

 

 

Thanks

Sasidhar

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @Anonymous / @sasidhar_mudra 

 

I did a few tests on my side and I was able to overcome delegation with Single Line of Text field instead of a calculated field. In my case, I added the values manually in a SP list(in my case to Title Column) and when used StartsWith on this Title column, this was fetched with no delegation warning.

I did some research and calculated columns are not delegable, so you have to do that for a single line of text column. You can either create a workflow to auto-update this value whenever a record is created.

Below is a screenshot of my SP list for which I was able to get more than 2000 records.

222.png

 

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!

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31 REPLIES 31
PowerAddict
Most Valuable Professional
Most Valuable Professional

If datasource is the name of your data source table, then create a collection using:

ClearCollect(Collection1, datasource)

Then you can use Collection1 to do whatever you want. It will have all the records.

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If you like this reply, please give kudos. And if this solves your problem, please accept this reply as the solution. Thanks!

Hardit(Haman)
Pstork1
Most Valuable Professional
Most Valuable Professional

If at all possible I would like to try to convince you not to try to work with all 4,000 records at once.  Like any database there should be a balance between getting enough records to work with to limit the number of return calls required to the database versus the inefficiency of trying to pull that much data across an Internet connection.  What you should be doing is looking for ways to limit the number of records you need at any one time by filtering the data source using a non-delegable function.  Imagine for a moment that you are a user.  Are you really going to scroll through 4,000 records in a gallery to find the one you want.  Filter the list to a realistic number of records and you won't have a problem.



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datamaster
Resolver II
Resolver II

Hi @sasidhar_mudra  as @Pstork1 mentioned it's best not to collect over 2,000 records. However, in rare occasions if you must I have written a blog post that shows you just step by stop how to collect over 2.000 records.
 https://officepoweruser.com/how-to-collect-over-2000-records-in-powerapps/ 

 

 

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PowerAddict
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I would just say that there might be situations why someone might want all the records. Just because all records are being pulled into the app, it doesn't mean a user will be expected to scroll through the entire list. But yes, no doubt, that best practice is to not pull so many records.

Thanks,
Hardit

I have recently posted a long blog that demostrates how you use a Flow consuming the Graph v2 APIs that "can" return up to 5000 records per Flow run. This solution includes full support for automated paging for List or Document Libraries containing 10s of thousands of items, technically. All described in my, more specifically relating to result sets returned by the PA_Graph_ListItems flow for items in any given List and equally for result sets returned by the PA_Graph_DriveItems flow for items return for any given Document Library.

 

However I have tested this solution returning 5000 rows and can attest to the fact that your app will quite often grind to a halt in terms of responsiveness, timeout and by accounts, as others have commented, I seriously doubt why anyone would want to populate a client-side collection with anywhere near that number of rows. If you really have to work with a list performing any business logic on that number of items in list, then you really should be executing that code in a flow, not in your PowerApp.

@PowerAddict ,

 

Thanks for the response.

 

The collection method did not work It still shows only 2000 items from SP list.

I have a headcount of 4000 employees. I want to collect them altogether so that i can create a Dropdown to select manager name and ComboBox to select multiple employees reporting in to him. It is okay for me to sort by the names of manager to select from Dropdown which should give me all the employees reporting.

 

Thanks

Sasidhar

Did you follow the tutorial post? If so you should have pulled into the collection more than 2k records.

@datamaster ,

 

No Sir, i did not understand the below.

 

Can you please help me understand as i was not able to interpret what is that i should filter.

 

OnStart:
ClearCollect(
colTranslations,
Filter(
‘[dbo].[tblWPOTranslations]’,
ClientID = varClientID
)
)
 ;

 

Thanks

Sasidhar

Below is a sample from my post where I am filtering my table. The particular filter is optional. You first start with pulling your data in to reach the max 2,000 records in. You do not need to filter the first time.

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