cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
DublinOH_User
Advocate II
Advocate II

Need to count & sum item from Large SharePoint list (10,000-15,000 items) in canvas app

Hello,
I am grateful for any help or ideas anyone can offer.

I have a Sharepoint list as a source for a canvas app that will vary between 10,000 to15,000 lines each month.
Challenge A -  is how can I break the data into filtered (collections, groups, other) so filtered results can be counted, and then with those results add and divide as needed. 

Challenge B - how to create a Distinct list from one column [F] since the list has a >2000 data set. The [Distinct] would result in a list under 200 choices and I am trying to avoid building a second lookup list or a manually built collection - if possible.

 

Roadblocks I have encountered:

  • There are two columns that will filter the data into results less than 2000 rows, but delegation does not allow the collection to filter through the whole SharePoint list. (only returning the first 2000)
  • Even if it was possible to create collections under 2000, one collection would still have to be filtered a second time before those results would be under 2000. (collect based on D filtered by P)

I have found all the formulas I need for adding collections and filtered groups - because I can verify that my results match the data from the first 2000.

 

I saw the articles on trying to make collections with ID numbers - but wasn't able to successfully create a 'number' ID column that canvas would treat as an integer. They used the ID number to collect rows 1<1999, rows 2000<2999...and so on.


For the sake of communicating let's just say I have a table with the following:
Column F  - choice data of which a distinct should return about 200 names

Column D - choice data of which there are 7 distinct, and if used as a filter - only one would be greater than 2000 ( so it would have to be sub-filtered into two smaller collections - meaning use 2 criteria

Column P - choice data of which there are 5 distinct, half of which return more than 2000


Example of formulas we are trying to accomplish that need to include all 15,000:

Filtered count of [P] for each [F]/ Count total number of all [P] for each [F]

Filtered count of [P] for all [F]/ Count total number of all [P] for all [F]

 

Thank you for your valued time,
Dublin Ohio User

 

20 REPLIES 20
WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @DublinOH_User ,

I have a blog on Delegation that contains some workarounds with large collections - these might suit your purpose.

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @DublinOH_User ,

Just checking if you got the result you were looking for on this thread. Happy to help further if not.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

No solution as of 6/30/2021.
The solution of creating an IDFilter column makes sense -but I could not get it to execute correctly.
The SP list in question will vary between 10K-15K rows, as we will be changing the data set each month.

(I was able to write a Flow that deletes all SP rows from a manual trigger and a second one that imports data from Excel with a manual trigger - so we won't have to delete & then copy/paste)

 

I am stuck with how we should establish the 'IDFilter' column in the SP list.

  • What column type, Calculated?
  • Which formula and format type should be used to make sure the column can be filtered by Canvas? 
  • Writing a Flow for assigning the 'IDFilter' has the potential to time out when I run the import from excel FLOW, Correct?
    • Would not a calculated column solution run more efficiently?


I tried creating collections from multi-condition filters, but still could not get Canvas to filter through all the rows to bring back results. It would only return results from the first 2000 rows no matter the filter conditions.

This worked but only is on the first 2000
I tried creating a collection from filtering but it did not work. (I tested the filter on a gallery to make sure it worked)

did not work
Collect(collectCurrentWest,(Filter('PF_PM_ Compliance_Current',REGION="00WEST",'PM SERVICE TYPE'="INSPECTION",'NAME OF PM'="DOT INSPECTION"));

 

This only collected from the first 2000 rows - 

Collection issue.png

 

Thank you for asking if we had a resolution.
DublinOH_User

Images of attempted IDFilter solution attempt:
IDFilter Column Setting


ID Filter Column settingID Filter Column setting

 

Collection results 

 

No results returnedNo results returned

 

 

 

 

 

 

 

OnVisible property of screen: formula has delegation warning

 

Delegation waring for Large data setDelegation waring for Large data set

 

WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @DublinOH_User ,

Calculated columns are not Delegable (and have many other issues in power apps).

I simply use a numeric column and a "When an item is created" Flow trigger and set it to the ID of the item just created. Note that you will have to "back populate" any existing records. You can do this is a SharePoint datasheet view in "edit in grid mode" by copying and pasting down (you need to keep to about 100 at a time to avoid throttling).

I have several large lists that work effectively this way.

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

DublinOH_User
Advocate II
Advocate II

Edit in grid mode is still not reliable when we have 12000 rows to paste in.  It would take too long. 
You don't see any issues with the ID flow causing the Import Flow to time out? Or interfering with one another when running the import FLOW

WarrenBelz
Most Valuable Professional
Most Valuable Professional

@DublinOH_User ,

I am always reluctant to run "Apply to each" Flows across an entire data set, but theoretically, it should do the job. Just be aware (and this has happened to me once) it has to leave all other values alone or you will have a heap of version reinstating to do.

WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @DublinOH_User ,

Just checking if you got the result you were looking for on this thread. Happy to help further if not.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Interesting issue

The data set will be deleted and reloaded each month. I created FLOWS to delete all items, then built FLOWS to upload new data from an excel file. Plus, there is another FLOW creating the number IDFilter when a new item is created in the list.

Here is an interesting twist. 

The IDFilter number continues to grow - even though all lines were deleted and new lines were uploaded with FLOWS.
Can the number be "reset to start at 1" each time the FLOWs used monthly?
The number does not resetThe number does not reset

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

  It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd. at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3rd, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating 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! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating 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! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!       Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪🌠

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!    Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Top Solution Authors
Top Kudoed Authors
Users online (3,901)