cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
gmbeee
Helper III
Helper III

Large dataset filtering choice options

Hi,

 

So I’ve done a lot of reading around delegation and large datasets.

 

I have a SP list as my datasource.

 

This list currently holds just under 2000 items. 

It will soon go above that. However I can’t see it going beyond 10,000 in the next 5 years.

 

Have a column which would ideally be a multi select choice column. However I avoided this because I know that I can’t filter this without running into delegation issues.

 

So I use a single line text column which holds a string of options separated with “,”.

 

This approach works well. However my issue now is that I cannot Filter the data source to search for terms within this string.

 

If I Split the string and lookup I run into delegation warnings again.

 

At the moment the only way I’m thinking it’s possible is to merge blocks of 2000 item collections. But this has performance issues.

 

Just an example:

 

Title            Column A

1                 ONE,TWO,THREE

2                 TWO,THREE

3                 ONE,FOUR,FIVE,SIX

….                ….

3000           SEVEN,TEN,ONE,FIVE

 

How can I filter Column A so that only items with ‘ONE’ are returned…

 

As always, thanks very much.

 

 

 

1 ACCEPTED SOLUTION

Accepted Solutions
RandyHayes
Super User
Super User

@gmbeee 

Yes, but keep in mind you are then loading ALL the records into your app memory.  This can be a huge impact on the performance of your app.  

 

It is best to consider alternatives.  

Those type would be based on the worst-case scenario.  I would consider loading all records into your app memory to be the worst-case.  So that would be the baseline.  Let's just say that process would consume 10 seconds and would then mean your app is also consuming a large amount of memory.

Then consider the alternatives...

1) Perform a special filter when there is a need to actually search what could be 10k records.  You can perform the search you want, but it is not just a simple filter statement, it's sort of a hybrid of collecting everything and filtering.  That might take 10 seconds as well, but now, you are doing this ONLY when you perform this specific search.  So, if users never initiate that type of search, then the app is not impacted as it would be if you collected everything all the time.

2) Consider your data.  While multi-select choices are "nice" in SharePoint, it is not "database normal".  In the database world you would have a separate table that would contain all the choices and all the records that are linked to that choice.  This is all possible in SharePoint as well (and preferred to avoid delegation).  So using your example data, you would have a separate list with a Title and recordID column.  It would have the following to represent your example:

Title        recordID

ONE       1

TWO      1

THREE    1

TWO      2

THREE    2

ONE       3

FOUR     3

FIVE       3

....etc...

Now that table is delegable.  You can find all records with ONE and so forth with a delegable filter.

In this scenario, your time would be milliseconds to do, but the tradeoff comes with then looking up the corresponding records.  But again, this would be where the trade off goes.

 

SO...the above are just some ideas for you to consider.  I hate to see an app suffer from a performance issue because so much data is always being collected and then people complain about performance.  There are options to consider.

 

You are the designer...so the choice is yours.

 

Hope that extra is somewhat helpful.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

View solution in original post

6 REPLIES 6
RandyHayes
Super User
Super User

@gmbeee 

You kind of traded one problem for another.  Being able to filter on multiple choice columns was not going to be delegable, but now, filtering on strings that contain a value is not going to be delegable either.

 

I would first consider if there is anything about your data that you can "pre-filter" on.  Meaning, when you search this string, or multiple choice options (neither delegable) do you HAVE to do it on ALL records?  Or is there a pre-filtering that can be done - like a date range of records, or based on a status column value or...anything else that is delegable?

If so, then you can use the pre-filter to limit the number of records that you will perform non-delegable criteria on.  Essentially, in your formula, you would establish a pre-filter that is delegable and then perform the non-delegable on the results of that - at that point delegation is not a need.

 

Ex.

With({_preFilter: 
    Filter(dataSource, Created>=DateAdd(Now(), -30, Days))
    },
    Filter(_preFilter,
        "ONE" in ColumnA
    )
)

In the above, the prefilter returns that last 30 days of records and then it performs an in operator on the prefiltered list.  In is not delegable to a datasource, but to a local table it is no problem.

 

I hope this is helpful for you.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

Hi Randy,

 

Thanks for your suggestion. I do pre filter to some extent.

 

However, I’d still like the ability to be able to Filter the entire list.

 

I just wanted to check I hadn’t missed anything.

 

I think I will settle on the Concurrent method to merge collections when I filter the complete list.

 

It’s not ideal but it is at least a viable workaround.

RandyHayes
Super User
Super User

@gmbeee 

Yes, but keep in mind you are then loading ALL the records into your app memory.  This can be a huge impact on the performance of your app.  

 

It is best to consider alternatives.  

Those type would be based on the worst-case scenario.  I would consider loading all records into your app memory to be the worst-case.  So that would be the baseline.  Let's just say that process would consume 10 seconds and would then mean your app is also consuming a large amount of memory.

Then consider the alternatives...

1) Perform a special filter when there is a need to actually search what could be 10k records.  You can perform the search you want, but it is not just a simple filter statement, it's sort of a hybrid of collecting everything and filtering.  That might take 10 seconds as well, but now, you are doing this ONLY when you perform this specific search.  So, if users never initiate that type of search, then the app is not impacted as it would be if you collected everything all the time.

2) Consider your data.  While multi-select choices are "nice" in SharePoint, it is not "database normal".  In the database world you would have a separate table that would contain all the choices and all the records that are linked to that choice.  This is all possible in SharePoint as well (and preferred to avoid delegation).  So using your example data, you would have a separate list with a Title and recordID column.  It would have the following to represent your example:

Title        recordID

ONE       1

TWO      1

THREE    1

TWO      2

THREE    2

ONE       3

FOUR     3

FIVE       3

....etc...

Now that table is delegable.  You can find all records with ONE and so forth with a delegable filter.

In this scenario, your time would be milliseconds to do, but the tradeoff comes with then looking up the corresponding records.  But again, this would be where the trade off goes.

 

SO...the above are just some ideas for you to consider.  I hate to see an app suffer from a performance issue because so much data is always being collected and then people complain about performance.  There are options to consider.

 

You are the designer...so the choice is yours.

 

Hope that extra is somewhat helpful.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

You make some excellent points. Option 2 is very clever.

 

What would be the best way to populate the additional list?

 

If I’m using a form to submit data to my primary database list. I guess I could just Patch each choice with the with the record ID?

 

Or is there a way to auto fill the additional list?

 

Thanks. Just trying to get my head around it. Oh, and Happy New Year!

RandyHayes
Super User
Super User

@gmbeee 

Sorry for the delay in response...

So populating the additional list really is best handled by PowerAutomate.  You could try to do it within the app, and that is fine too.  Essentially, the PowerAutomate flow would get triggered by new or changed records in your list.  It would then take the value of the Title and record ID and look it up in the alternate list.  If changes are needed, it would make them or add it.  It's just one option.  I would say, I'd probably do it within the app at first and if performance or other factors become a condition, then relocate the logic into a flow.

 

Happy New Year to you too!!

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!
gmbeee
Helper III
Helper III

Hi Randy,

 

Do you have an example of how I can integrate option 2 into my app? I can’t seem to get my head around it.

 

😭

Helpful resources

Announcements

Summer of Solutions | Week 3 Results | Win free tickets to the Power Platform Conference

We are excited to announce the Summer of Solutions Challenge!   This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions in the Forums to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Community MembersNumber of SolutionsSuper UsersNumber of Solutions @anandm08  23 @WarrenBelz  31 @DBO_DV  10 @Amik  19 AmínAA 6 @mmbr1606  12 @rzuber  4 @happyume  7 @Giraldoj  3@ANB 6 (tie)   @SpongYe  6 (tie)     Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Community MembersSolutionsSuper UsersSolutions @anandm08  10@WarrenBelz 25 @DBO_DV  6@mmbr1606 14 @AmínAA 4 @Amik  12 @royg  3 @ANB  10 @AllanDeCastro  2 @SunilPashikanti  5 @Michaelfp  2 @FLMike  5 @eduardo_izzo  2   Meekou 2   @rzuber  2   @Velegandla  2     @PowerPlatform-P  2   @Micaiah  2     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Week 3:Community MembersSolutionsSuper UsersSolutionsPower Apps anandm0861WarrenBelz86DBO_DV25Amik66Michaelfp13mmbr160647Giraldoj13FLMike31AmínAA13SpongYe27  

Copilot Cookbook Challenge | WINNERS ANNOUNCED | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge random winners have been selected for the Challenge.  Thank you to everyone who participated in this challenge.    Copilot Cookbook Gallery:Power Apps Cookbook Gallery: 1. @swaminawale  1. @renatoromao     2.  @SpongYe  2.   @nickpotts10  *Please note if for any reason a winner declines, we will have another random drawing.   Check out all of the Cookbook Submissions: 1. Copilot Studio Cookbook Gallery: https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30WINNERS ANNOUNCED - JULY 8th     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge. Early Bird Submissions: @renato Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  n/a2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a     Week 3 Results:  Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Parul_Yadav_Neo1. n/a2. SpongYe2. n/a3. n/a3. n/a4. n/a4. n/a5. n/a5. n/a   Week 4 Results:  Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. @nickpotts10  1. @ShrushtiShah  2. @Suniti_0020 2. @swaminawale 3. n/a3. @farukhis786 4. n/a4. @ManishSolanki  5. n/a5.  n/a

Important Update for Community Platform Access | READ ONLY July 16-22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Tuesday Tip | How to Become a Community Blog Author

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   This Week's Topic: How to Become a Community Blog Author We want YOU to be part of the community blog! Sharing your knowledge of Power Platform is an essential part of our community! Here's why:   It helps create a vibrant and dynamic community of makers who can learn from each other’s experiences and insights.It provides a platform for collaboration and innovation, where members can share their ideas and work together to develop new solutions.It helps promote Power Platform by showcasing its capabilities and real-world applications.It helps build trust and credibility in the community because you are providing valuable information and resources your fellow community members can use to improve their skills and knowledge. By sharing your knowledge of Power Platform in the community blog, you help us create a more engaged and informed community, better equipped to tackle complex challenges. To get started with blogging across the Power Platform communities, please visit the following links:   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studios: https://powerusers.microsoft.com/t5/Power-Virtual-Agents-Community/bg-p/PVACommunityBlogPower Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for a button like the one below on the right rail of your community blog, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!  

June 2024 Community Newsletter

It's time for the June Community 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 with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Top Solution Authors
Top Kudoed Authors
Users online (5,320)