Showing results for 
Search instead for 
Did you mean: 
Not applicable

Sum function does not work properly

Hi everyone,


I have the following code, which worked properly until April. After I came back from my vacation it does not work anymore, and I am wondering why.


I have a sharepoint list (SendPoints), and am collecting the data via collmypoints. Then I am trying to Sum all the points a person received in the recent month and write it in the variable ( varMyRecPointsThisMonth). However the variable is empty even though it should output a specific value.


Set(varMyRecPointsThisMonth;Sum(Filter(collmypoints;Title=varLoginUserEmail && Month(SendDate)=Month(Now()));Points));;


btw. I am using German syntax.


Can anyone help?

Community Champion
Community Champion

Well technically speaking, a local collection inside an application won't hold more than 500 (well, according to your app settings with a max of 2000) records with a single Filter() or Search() or ClearCollect() operation.

With Power Apps you can make applications that address datasources with millions of records, but WITHIN the application you have to work with less than 2000 records. So your app must be built so that the user can restrict the data to be manipulated.

For instance, if you have an application that manages timesheets for 10 000 people and store weekly reports for each one of them, you will end up with a datasource with 10 000 x 52 = 520 000 records for each year.

Now when a user or a manager will want to work on some of the timehseets data, the application should force the user to select a small period of time to retreive the minimum amount of records.

About your case in particular, can you give us some insights on the volumes you will have in your datasource?

And the app? How much data is it supposed to manage? Have you provided the user with filters in the app to reduce the records to be retreived?

Not applicable

Thanks, that was actually the problem. Changing it to 2000 solved the problem for now. However in some months the records will exceed 2000. 


The user himself cannot filter. Actually this is the Status of the points that a user received for the current month. So the function is collecting the data from the datasource (Sharepoint list) and filters the data for the current month. But the sharepoint list itsself exceeds 500 records right now and it is limitless growing. 


Can we already filter when fetching the data from the datasource? SendPoints is the sharepoint list. It would be enough if we can filter somehow like: Only collect the data to collmypoints from SendPoints when SendDate = CurrentMonth.


This is the current code:


Super User
Super User


Actually your app can work with as many records as you have memory for.  

However, it is not practical to have that many records in your app.  The key is to delegate your filtering to the datasource so that you are working with less records ... and all the records needed.


Your problem is that you cannot delegate the Month function.  So, in order for PowerApps to evaluate your formulas, it must pull down all of the records that it can.  This is incredibly wasteful for performance and memory.  My guess is that your individual person that you need to sum records for a particular month will have less than 2000 records to sum.  So...why pull all the records in the datasource just to filter it down to maybe 20 or 30 records (or whatever, but still less than the record limit - transfer record limit - there is no record limit inside of PowerApps)?


So yes, you will eventually exceed the 2000 transfer limit and what you really need to do is look at your data and how to make your criteria delegable.  The missing piece is that you do not have a Month column in your datasource.  This would solve your problem.  If you either write the Month (numeric) in the datasource when you store your records, or employ a PowerAutomate flow to do it for you, then you will have a column in your datasource that is delegable.


This would then be your formula that is completely delegable and would give you the Sum you are looking for.

With({_mnth: Month(Today())};
    With({_items: Filter(yourDataSource; 
                            Title=varLoginUserEmail && 
                            yourMonthColumn = _mnth


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!
Community Champion
Community Champion

@RandyHayes is right: your app can work with as many records as you want... but I'd add : " far as you address the datasource directly and make sure your calls are delegable".

Meaning, the following code will do the job only for the first 2000 records of your SendPoints datasource because your condition (the Month() function) cannot be delegated to SharePoint (delegation limits for SharePoint are available here:😞


UpdateIf(SendPoints, Month(SendDate)=Month(Now), {Status: "Open"})


On the other hand, the following code will do the job for all corresponding records (even if there are 200 000 records concerned) because the condition is delegable to SharePoint (we suppose that the Status field is a text field here):


UpdateIf(SendPoints, Status="Open", {Status: "Closed"})


But what you need to understand is, whatever happens, for performance reasons, none of the following code will retreive more than 2000 records (even the second one which has a delegable condition in the Filter() function):


ClearCollect(colMyPoints, SendPoints)
ClearCollect(colMyPoints, Filter(SendPoints, Status="Open"))


So what you need to do is ask yourself what could be a good way of reducing the number of rows to be retreived at some point from your SendPoints list to be used by your application?

For instance, if the SendPoints records you need to retreive are only the ones for the current user, that's a good start. Then maybe, only records for the current month could be retreived. And that may be enough to make sure that you will always have less than 2000 records to manage. And you could provide a left arrow and right arrow icons to allow the user to navigate from one month to another, using a ClearCollect() to reload the correct records.

Now, about selecting the records corresponding to a dedicated month, you should follow @RandyHayes's suggestion of adding a Month column in your datasource. Now if your datasource is already filled with tons of data, you'll have to populate that new Month column with the month from your SendDate column by creating a small script using PnP PowerShell. You could also do it with a single UpdateIf() call in Power Apps but if you have tens of thousands of records, it will take hours (same for a flow with Power Automate). PnP PowerShell will be the fastest. Are you familiar with PnP PowerShell?

Helpful resources


Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders     UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!  

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

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**

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery: 2. Power Apps Copilot Cookbook Gallery:   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 30     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: if you would like to be entered in the 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. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @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

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏   Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

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.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Top Solution Authors
Top Kudoed Authors
Users online (3,423)