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Anonymous
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Working around 2000 items SharePoint PowerApps Limit

Is it possible to get around the limit by using multiple SharePoint lists of 2000 items each then reading them all into collections and then merging the collections? We need to be able to browse the data in a gallery and update values back to SharePoint. We seem to be able to get the data stored into a collection using ClearCollect(CollectionName, SPListName) but then can't browse to the item details in the gallery (the arrow button doesn't so anything)

 

 

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Pstork1
Most Valuable Professional
Most Valuable Professional

Yes there are ways to get around the 2,000 item limit by adding them to a local collection and you don't need to go to multiple lists to do it.  Having said that I highly recommend against it.  Here's why. Even using a local collection a gallery in Power Apps will only show the first 100 records until you scroll down to reach record #101.  Then it loads the second page of records and you now have to scroll down to record #201 to get the third page.  Let's say you have 4,000 records total.  That means that a user has to scroll down the list 40 times to get to the last record in the list.  No user in their right mind will do that.  There is also going to be a performance hit while you load all 4,000 of those records to a local collection.  Just don't do it.

 

Instead look for a way to provide your user's access to a pre-filtered list of records in the gallery and let them control the filtering.  That way they can quickly access whatever records they need and you (and they) won't have to struggle with managing a large number of records locally in a system that was never designed to work that way.



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mdevaney
Super User
Super User

@Anonymous 

I would like to help you find some way that doesn't involve creating a collection of over 2,000 records.

 

Actually, the nice about a gallery is it will stream the data.  It will show as many records as the data source assuming you use only functions that can be delegated.  I will Can you please take some screenshots and explain what you want to do?

 

SharePoint Delegation + Functions:

https://powerapps.microsoft.com/en-us/blog/sharepoint-delegation-improvements/

 

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@Pstork1 what is the recommended approach for this -- that is, to get pre-filtered list to the users? my users could have more than 2000 entries if they want to filter by the broadest criteria, which is a very frequent use case.

Pstork1
Most Valuable Professional
Most Valuable Professional

The recommended approach is to convince them to filter more rather than expect more than 2,000 items.  The user interface isn't really designed to make it easy to scroll through that many items anyway.  So you may be able to find a way to get that many, but then the UI becomes essentially unusable. Why build an app that nobody will use because it is so difficult to navigate?



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I understand your point here. There is no need for my app/Gallery to show all the 3000 items and that is probably no use case. However, I want the app to fetch any one/hundreds of these 3000 items during search operation... right now what happens is my app does not search beyond the first 2000 items using combo boxes and collect and clearcollect functions. what could be the solution?

 

That is, the app needs to search all the items in the SharePoint list and fetch the specific oness, but need not show all these items in the Gallery at once. 

Pstork1
Most Valuable Professional
Most Valuable Professional

There are lots of ways to fetch a specific subset of the 3000 items using delegable functions.  If you are only getting results form the first 2000 then something in your filtering isn't delegable.  Let's work to fix that and then you won't need to use collections.



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