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Why Don't I See All My SharePoint List Items?

If you use the SharePoint Get Items action in Flow to retrieve items from SharePoint lists, there are configuration changes that must be made to ensure that all list items are retrieved.  This is true even if you use an OData filter to limit the items returned.  Anyone creating Flows should be aware of this and other Flow limits.

 

Let's work through an example that demonstrates how Flow limits can impact the results of your Flows and why you need to be aware of them.

 

Assume that I have a business reason to copy items from one SharePoint list (Source List) to another list (Destination List).   The source list contains 500 items.  I use a button to trigger the item copy.  

 

Here is a screenshot of my Flow:

GetItems1.jpg

 

 

So, my Flow runs without error but there's a problem.  Only 100 items were created in the Destination list.

 

Here's why - the Get Items action defaults to retrieving a maximum of 100 records.  To retrieve more than 100 items,  go to the Get Items settings configuration screen.  Set pagination to "On" and set the Limit to a number that will ensure that all items will be retrieved.

 

GetItems2.jpgGetItems3.jpg

With the changes made above, my Flow now copies all 500 items

 

Let's change my example a bit.  Assume that the source list has 6000 entries that I'd like to copy to the destination list.  When I attempt to set the Get Items configuration to allow for 6000 items and save my Flow, I receive an error indicating that I can't set the maximum above 5000.  In addition, there is a hard limit of 5000 iterations in an Apply to Each loop.  There is no configuration change that can alter this behavior.

 

Anyone creating Flows should be aware of these and other Flow limits.  Additional Flow limits include:

  • Flows can run for a maximum of 30 days
  • Until loops have a maximum of 5000 iterations (but default to 60)
  • There is a maximum of 250 actions per Flow

Use this link for more information on Flow limits and configuration.

Comments

 

 

image.png

 

I have no problems paginate beyond 5000 rows, I also have no problems running apply to each for all 6690 rows.

 

So yes, there's still a limit, but I believe it is much higher now.

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  • Microsoft Business Apps MVP. Owner of ThriveFast, an Office 365 consulting company.
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  • Solution Architect with Slalom, and organizer of the Boston Office 365 User Group, and long term SharePoint/Office 365 veteren. Find more at http://www.davidlozzi.com. Follow @DavidLozzi
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  • Michelle is an Office 365 solution architect in Twin Cities, MN. She has been delivering business collaboration solutions for years with her focus on SharePoint and Office 365. Michelle is a recent board member of the Minnesota Office 365 User Group and has been a member of the SharePoint community since 2009. She is a frequent speaker at MNSPUG and SharePoint Saturday and co-chaired the Legal SharePoint User Group for 4 years. Her most frequent projects have involved rolling out a large deployment of Office 365, SharePoint Online intranet, build of a "CHAMPS" Office 365 user adoption program and most recently, SharePoint On-Premise to Online Migration. Michelle is very excited about cloud technology as it is shifting her IT Pro focus to collaboration strategy and technical adoption.
  • I'm a Microsoft Office Servers and Services MVP with a special interest in SharePoint, Office 365, Microsoft Flow, Microsoft Teams and PowerApps. I work at Triad Group Plc ( https://triad.co.uk)
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