cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
tianaranjo
Continued Contributor
Continued Contributor

Query a SP list with greater than 33k items

Greetings,

 

I am seeking the option to pull data into an app based on one or multiple search criteria.  The SP list, where the data is housed, has 33k + items.  My goal is to provide the user a Search screen and not pull any data into the app until they query it.  If a user selects multiple criteria, i.e. State, Project Year, and Project Category, I would like to display the data in a gallery.  If a user selects a unique item, based on project number, then I would like to display the details for that project in a DisplayForm or Labels.  

 

The question is - how can i query the data in SP.  I understand delegation and was trying to test by displaying a project utilizing the Lookup function.  However, that does not work. 

 

Tagging all who I follow or have been most responsive.  Thank you!

 

@v-monli-msft

@Shanescows

@Meneghino

@audrieg

@CarlosFigueira

@mr-dang

10 REPLIES 10
v-monli-msft
Community Support
Community Support

Hi @tianaranjo,

 

You could use a formula below to search for multiple columns:

 

Search( List, SearchBox1.Text, Column1 , Column2, ...  )

On the Visible property of the Gallery, set to:

If(IsBlank(SearchBox1.Text),false, true)

 

But notice that search function would become non delegable when using a lookup field. This is known limitation.

About the display form when picking an project number, you could insert a dropdown control, set the Items property to the project numbers like:

["1","2","3",....]

For the display form, set the data source to the list, and the Items property to:

ProjectNumber=Dropdown1.Selected.Value

Yet I just tested, this seems also non-delegatable.

捕获.JPG

 

When I test this, I used the ID column, and it seems that there might be something wrong with SharePoint and powerapps, I cannot get other columns like number column type. So I'm not sure if the non-delegation is related to the ID column. Please try with number field when able to see if this works.

 

Regards,

Mona

Community Support Team _ Mona Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

@v-monli-msft- Thank you for you detailed reply.  

 

So, in essence, there is no way to work with a list this large and delegate the search to the SP source to only pull in the records a user filters on rather than trying to pull in all 33k items?  

 

Given that this is a known issue, is there a plan to change this in the near future?

If the columns you plan on using as filters are text fields and not a complex field type (e.g. Choice, Lookup, Date and etc) then you could write a filter formula that is delegable. Since your list is over 5k you will also want to make sure the fields you want to filter on are indexed in the SP list.



--------------------------------------------------------------------------------
If this post helps answer your question, please click on “Accept as Solution” to help other members find it more quickly. If you thought this post was helpful, please give it a Thumbs Up.

@Jeff_Thorpe

Jeff - thank you for your reply.  I'm a bit confused on thi because one response, from a MS Staff member says it is not possible to delegateand bring back the data given the number of items in the list. You are stating it is possible.  

 

Yet, I have read all your posts related to this on other inquiries and applied as you have instructed others with no luck.  The column I am trying to filter is a single line of text column.  The data within the column is a unique project number (as text).  This large 'Master Project' list has indices established.  Is there something in the formula that must point to the indexed column?  if so, can you please post an example?

 

Thank you.

Certain query functions and field types are delegable and others are not. If you are using a non-delegable function or field type then list size and the non-delegable query size limit comes into play. If you are using field types and functions that are delegable for your data source then you have some options. For example I have a sample list that contains most of the US Zip Codes. That list has almost 41k items. I have built a gallery that will filter that list on "New York" and with a lot of scrolling the gallery is showing 2,153 zip codes which above the non-delegable query size limit. I am able to do this because I am using delegable functions, operators and field types support by the data source. In my case I am using SharePoint, Filter(), "=" operator, text field in SP and my state column in the SP list is indexed.

 

FYI: It isn't a great experience scrolling through 2k+ records in a gallery.

 

NewYorkExample.png



--------------------------------------------------------------------------------
If this post helps answer your question, please click on “Accept as Solution” to help other members find it more quickly. If you thought this post was helpful, please give it a Thumbs Up.

Hi @Jeff_Thorpe. What were the load times of that gallery after "New York" was selected?

@Jeff_Thorpe  

 

Jeff - will you please show how you reference the indexed column in your fx to the SP list.  Is it similiar to SQL where the datasoure is appended with the indexed column name, for example: 'Datasource'.ProjectSeqNo?

 

I would greatly appreciate it if you would share the formulas for the below example you provided.

 

Thank you!

@tianaranjo, I reference the SP column name like you would any other SP text field in PowerApps. In SP I went to the list settings page and clicked on "Index columns" in the column section.  Then clicked on "create a new index" and selected the State column.



--------------------------------------------------------------------------------
If this post helps answer your question, please click on “Accept as Solution” to help other members find it more quickly. If you thought this post was helpful, please give it a Thumbs Up.

@seadude,

 

The gallery only loads the first 100 then when you scroll to the bottom it loads another 100. In order to get them all to show in the gallery I have to scroll to the bottom to get another hundred to load then scroll up a little and back down to the bottom to get the next 100 to load. You just keep doing this process and all the items will show in the gallery. Each batch of 100 items only took a few seconds to load but the process of scrolling up and down was not user friendly.



--------------------------------------------------------------------------------
If this post helps answer your question, please click on “Accept as Solution” to help other members find it more quickly. If you thought this post was helpful, please give it a Thumbs Up.

Helpful resources

Announcements

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Our team will be reviewing posts using the new "Copilot" label to ensure we highlight and amplify the most relevant and recent content, so you're assured of high-quality content every time you visit. If you share a post that gets featured in the curated gallery, you'll get a PM in the Community to let you know!The curated gallery is ready for you to experience now, so visit the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community. We can't wait to see what you "cook" up!      

Tuesday Tips: Getting Started in the Community

TUESDAY TIPS is back!   This weekly series of posts is our way of sharing 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! The original run of Tuesday Tips was a highlight of last year, and these all-new Tips will hopefully prove to be just as informative as helpful. We will cover some basics about the Community, a few "insider tips" to make your experience even better, and sharing best practices gleaned from our most active community members and Super Users. Make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   THIS WEEK: I'm Brand New! What Do I Do? The number of new community members we have each week is pretty amazing, and we are so glad to welcome all of you to the Community! You may be wondering. "What do I do? Where do I get started? Will anyone be willing to help me? What I have a question? Help!"   Let's start with this: Welcome to the low-code revolution, and more importantly, welcome to the Power Platform Community! This is a great place to start. Whether you're busy with Power Apps, getting familiar with Power Automate, engaging Copilot Studio, or building in Power Pages, there are a few key places you should check out as you begin your journey: FORUMS: The forums are THE place to ask questions, look at questions asked by other Community members—and see answers and solutions from our Super Users and other helpful people in the Community. Power Apps ForumsPower Automate ForumsCopilot Studio ForumsPower Pages Forums   NEWS & ANNOUNCEMENTS: Our News & Announcements section highlights the newest and greatest updates in the Community, news from the product team, and so much more. It’s updated a few times each week and will also help you find ways to connect with what’s going on in the ever-growing world of Power Platform. Power Apps News & AnnouncementsPower Automate News & AnnouncementsCopilot Studio News & AnnouncementsPower Pages News & Announcements   GALLERIES: The Galleries section of the Community features tons of tips and tricks, features and benefits, and more—through videos created by our Super Users, product teams, and other helpful members of the Community. Power Apps GalleriesPower Automate Galleries Copilot Studio GalleriesPower Pages Galleries BLOGS: The community blogs section is full of handy step-by-step tips from members of the Community—and some of them include detailed answers to some of the questions most frequently asked questions, as well as how they solved a problem they faced. Power Apps Community BlogPower Automate Community BlogCopilot Studio Community BlogPower Pages Community Blog POWER UP PROGRAM: If you’d like to really take a huge step forward in your journey, we recommend checking out the Power Up Program, a Microsoft-sponsored initiative that trains new Power Platform users and has been a huge success since it launched a little over a year ago. There’s a waiting list, so definitely apply soon if you’re interested! Find out more here: Microsoft Power Up Program for career switchers.   There's so much more you'll discover in your Power Platform experience, and this Community is here for YOU! We are glad you've discovered us and can't wait to see where you grow! If you're new to the Community and just getting started, make sure to give this post a kudo and introduce yourself so we can welcome you!

Super User of the Month | Drew Poggemann

As part of a new monthly feature in the Community, we are excited to share that Drew Poggemann is our featured Super User for the month of February 2024. If you've been in the Community for a while, we're sure Drew's name is familiar to you, as he is one of our most active contributors--he's been a Super User for five consecutive seasons!   Since authoring his first reply 5 years ago to his 514th solution authored, Drew has helped countless Community members with his insights and expertise. In addition to being a Super User, Drew is also a User Group leader and a Microsoft MVP. His contributions to our Super User sessions and to the new SUIT program are always welcome--as well as his sense of humor and fun-loving way of sharing what he knows with others.   When Drew is not solving problems and authoring solutions, he's busy overseeing the Solution Architecture team at HBS, specializing in application architecture and business solution strategy--something he's been doing for over 30 years. We are grateful for Drew and the amazing way he has used his talent and skills to help so many others in the Community. If you are part of the SUIT program, you got to hear some great tips from Drew at the first SUIT session--and we know he still has much more to share!You can find him in the Community and on LinkedIn. Thank you for all you do, Drew!

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly New User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Top Solution Authors
Top Kudoed Authors
Users online (9,712)