cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Rfla
Kudo Kingpin
Kudo Kingpin

SharePoint too many lookup columns cause query failure PowerApps

Hi, I understand that the below link is related to flow. I am having a similar issue for PowerApps when connection to a SP online list.

 

https://powerusers.microsoft.com/t5/Community-Feedback/SharePoint-too-many-lookup-columns-cause-quer...

 

@carlosag replied in that tread this:

 

Based on the information here:
By default the limit is 8 lookups per list.  As you have seen this limit does not apply to farm admins.  You can change the limit for other users in the Resource Throttling settings of the web application in Central Administration.  But making changes to the resource limit can seriously impact performance.

Now I am wondering if the suggestion above also is related to SP Online?

1 ACCEPTED SOLUTION

Accepted Solutions
v-monli-msft
Community Support
Community Support

Hi Rfla,

 

Yes, it shares this quality as SharePoint online also has lookup column threshold of 12 for now. But please notice what is said here:

https://blogs.msdn.microsoft.com/spses/2013/12/02/sharepoint-20102013-list-view-lookup-threshold-unc...

"Note : The List view Lookup Threshold has been revised to Default of 12 in SharePoint 2013 , after applying the June 2013 CU update. http://support.microsoft.com/kb/2817414

Any new Web-Application created will have List View Lookup Threshold set to Default =12 , While the values on Existing Web-apps needs to be modified Manually ."

 

This applies to SharePoint online too. Lists created before this timeline in SharePoint online will share the List View Lookup Threshold set to Default =8. Lists created after this timeline in SharePoint online, will have List View Lookup Threshold set to Default =12. 

 

With on-premises SharePoint, these throttles and limits can be changed on the Resource Throttling page in Central Administration. But on SharePoint online, increasing the List View Threshold is not permitted

 

Hope this could help.

 

Regards,

Mona Li

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.

View solution in original post

14 REPLIES 14
v-monli-msft
Community Support
Community Support

Hi Rfla,

 

Yes, it shares this quality as SharePoint online also has lookup column threshold of 12 for now. But please notice what is said here:

https://blogs.msdn.microsoft.com/spses/2013/12/02/sharepoint-20102013-list-view-lookup-threshold-unc...

"Note : The List view Lookup Threshold has been revised to Default of 12 in SharePoint 2013 , after applying the June 2013 CU update. http://support.microsoft.com/kb/2817414

Any new Web-Application created will have List View Lookup Threshold set to Default =12 , While the values on Existing Web-apps needs to be modified Manually ."

 

This applies to SharePoint online too. Lists created before this timeline in SharePoint online will share the List View Lookup Threshold set to Default =8. Lists created after this timeline in SharePoint online, will have List View Lookup Threshold set to Default =12. 

 

With on-premises SharePoint, these throttles and limits can be changed on the Resource Throttling page in Central Administration. But on SharePoint online, increasing the List View Threshold is not permitted

 

Hope this could help.

 

Regards,

Mona Li

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.
Anonymous
Not applicable

@v-monli-msft Thank you for this information. 

 

We are on SharePoint Online and are planning heavy adoption of PowerApps. Is there a way to set a limit to the number of lookup columns on the SharePoint side? I wouldn't want my users to create an important list that won't play nice with Flow and PowerApps.

Another question. I would like to prune down a giant list to fit within the 12 lookup limit but I am having trouble knowing which types count toward the 12 item limit. what SP list columns count toward the 12 lookup column limit? I have about 20 Choice columns. Is that what is taking me over?

 

Anonymous
Not applicable

This is NOT a solution.

 

It is an admission of a product failing, with no workaround or future fix given.

 

Limiting PowerApps to 12 "lookup" columns renders PowerApps useless when, according to MS documentation, the following column types are deemed to be "lookup columns" ...

 

https://blogs.msdn.microsoft.com/spses/2013/12/02/sharepoint-20102013-list-view-lookup-threshold-unc...

 

Quote

1. What classifies as Lookup columns: Standard lookup columns, single-value managed metadata, multiple-value managed metadata, single-value people and group columns, and multiple-value people and group columns , Workflow Status , Created by , Modified by ( people ) are obviously counted as lookup columns .

2. Additionally following columns shows on list view also work as lookup columns , Name ( linked to Document) , Link (Edit to edit item) , Name ( linked to Document with edit menu), type ( icon linked to document)

Unquote

Anonymous
Not applicable

Given that this is a NON-solution, may I continue to investigate possible workarounds on this thread?

 

Is it possible to create a PowerApps data source that points to just a view of the SP list, rather than the whole list, and where that view does not exceed the 8/12 limit?

 

If that is possible, then can we have several data sources in one PowerApp, with each one providing data to sepearate BrowseGallery controls, so that none of the queries / data sources exceeds the 8/12 lookup limit?  ould these BrowseGalleries be combined in one screen?  Or would separate screens be required, one for each BrowseGallery?

nickduxfield
Continued Contributor
Continued Contributor

I wanted to share my experiences with Sharepoint Online Lists together with PowerApps and Flow.

Tips:

  1. Stick to simple type columns
  2. Avoid complex type columns (Gotcha)
    1. I learned that there are 4 complex type lookup columns added by default in SharePoint lists (12-4=6). Created Date, Modified Date, Created By People and Group, Modified By People and Group.
    2. I can't confirm, but I also learned that "Workflow Status Columns" are also complex type. Those columns are hyperlinks, which require a display name, and a URL. This is a biggie, as if you are like me, you were trying to do heavy lifting workflows until you could learn to use flow and proper form building with powerapps. Therefore you would have added, removed and re-added the Sharepoint Designer Workflows, which would've created a fresh new "Workflow Status Column" every time. These columns are system, read only and not deletable in the SharePoint Online UI. However you can do so in On Prem. If you use a workflow template of 2010, content type, the columns are un-deletable, howvwer a lists based 2013 template does provide deletable columns. Obsolete workflow status columns add to the lookup column threshold lets say (12-4-4-1), you had 4 re-adds of the same Sharepoint designer workflow and you keep the last 1.
      1. Workaround: Learn how to use powerapps and flow to replace SharePoint designer Workflow as they dont create extra status columns.
      2. Dive into visual studio workflows.
      3. Learn how to remove status columns.
      4. Try sharepoint 2013 list based templates etc.
    3. If you have previous lists that you really want to include in Powerapps and Flow but they have many obsolete workflows attached. Migrate those list items to new list and retain the attributes of created by etc if needed.. (I needed as I based by filters on created by user etc.)
      1. In your lists, replace any complex columns with simple columns.
        1.  Dates could possibly become number fields.
        2. Lookup columns may be converted to single line of text, then in the app convert the control to allowed values and ennumerate or filter a list. The same can be done to choice fields.
        3. People columns can be split into Fist Name Last Name, Display Name, Email and even UserID.
          1. You should be able to filter on USER().Email against the simple fields.
      2. In your powerapp, duplicate app, remove sources , add new lists, change references to sources.
        1. Be careful on your method of migration of items that you dont migrate the status columns too. Or, you have content type workflow assignments that auto add the workflow and statuses on your new list. Disable the associations at the start to per list.

Hope this heps.

Rememeber, adapt, adjust and simplify where possible.

RK
Helper I
Helper I

I went from 9 down to 8 and it is still erroring???

nickduxfield
Continued Contributor
Continued Contributor

Have you had SharePoint designer Workflows on this list?

SharePoint Lists have -4 already

Modified, Modified By

Created, Created By.

 

Show me a screenshot of the List preferably in SharePoint Designer with Hidden fields on and I'll be able to work it out.

Anonymous
Not applicable

I've encountered this problem over the past few years many times as our organization was an early adopter of Power BI. Our main data source is a SharePoint Online list that acts as an Order Management System- which means there are several lookup columns, which exceeds this threshold. I've worked around this in the past 4 years by connecting to the OData service behind the SPO list. I don't see Odata as a connector option when creating a Power App. Is this on the roadmap? Pruning our SPO list down to meet the threshold is not an option, as it would take away several core funtinoalities of the system itself.

This is much more real world, good on you for sharing.

Have you tried Odata queries directly into PowerApps, Ms Flow definitely supports OData back to a sharepoint list.

At one stage I thought of some intermediate list to try and work with the list that has multiple lookups. After just 30mins I think I realized the futility.

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 (7,089)