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Items in Data but filter is not showing them

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Posted on by ingallspw

This is so odd. When I filter this data in the method shown below, it comes back as 0 items found. However simply choosing "No" in the "Ready for next step?" field it will find all the "No's" but zero of the "Yes's"

We do have data that meets these criteria as selected.

Here is a screen shot from the app and the List it is pulling from. Below this is the code I am using to filter the data. Any help or ideas would be more than appreciated. (All the items in "Work Center are selected.)

Search(
 Filter(
 Filter(
 Filter(
 Filter(
 SortByColumns(
 'Production Reporting',
 "Created",
 If(
 SortDescending1,
 Ascending,
 Descending
 )
 ),
 Created <= DatePickerStart_2.SelectedDate,
 Created <= DatePickerEnd_2.SelectedDate + 1
 ),
 'Work Center' in CBWorkCenter.SelectedItems
 ),
 'Added To SOS?' in CBAddedtoSOS_2.SelectedItems
 ),
 'Ready For Ship,Powder,FE' in CBReady2Ship.SelectedItems
 ),
 txtSearch.Text,
 "Employee",
 "Employee2",
 "Employee3",
 "PartNumber",
 "TPRO"
)

Thank you!

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Building Power Apps

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SebS 4,746 Super User 2026 Season 1 on at

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@ingallspw

This is due to Delegation issue Search is not Delegable means You can't search if your data go above delegation limit what is 2000 records max

Here is more info

https://learn.microsoft.com/en-us/connectors/sharepointonline/#power-apps-delegable-functions-and-operations-for-sharepoint

Hope this helps

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SebS 4,746 Super User 2026 Season 1 on at

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@ingallspw

You can try to pre-filter it and then Search using With, but the best person to ask is @WarrenBelz

WIth({_Fillter: Filter( Filter( Filter( Filter( SortByColumns( 'Production Reporting', "Created", If( SortDescending1, Ascending, Descending ) ), Created <= DatePickerStart_2.SelectedDate, Created <= DatePickerEnd_2.SelectedDate + 1 ), 'Work Center' in CBWorkCenter.SelectedItems ), 'Added To SOS?' in CBAddedtoSOS_2.SelectedItems ), 'Ready For Ship,Powder,FE' in CBReady2Ship.SelectedItems )}, Search( _Fillter, txtSearch.Text, "Employee", "Employee2", "Employee3", "PartNumber", "TPRO" )

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WarrenBelz 154,492 Most Valuable Professional on at

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Thanks for the tag @SebS ,

You did not state your data source, but assuming it is SharePoint, there are several Delegation issues here. Two other issues (which is probably one of the sources of the problem) is that you have not allowed for non-selected on an item (blank drop-down) and also it seems likely that both CBAddedtoSOS_2 and CBReady2Ship are single selections (obviously CBWorkCenter is multi-select) and therefore do not need the in filter. Please try the below and see if it works for you.

With( { wStart: DatePickerStart_2.SelectedDate, wEnd: DateAdd(DatePickerEnd_2.SelectedDate, 1, Days) }, With( { wList: Filter( 'Production Reporting', Created >= wStart && Created <= wEnd && ( Len(CBAddedtoSOS_2.Selected.Value) = 0 || 'Added To SOS?' = CBAddedtoSOS_2.Selected.Value ) && ( Len(CBReady2Ship.Selected.Value) = 0 || 'Ready For Ship,Powder,FE' = CBReady2Ship.Selected.Value ) ) }, Search( SortByColumns( Filter( wList, 'Work Center' in CBWorkCenter.SelectedItems ), "Created", If( SortDescending1, Ascending, Descending ) ), txtSearch.Text, "Employee", "Employee2", "Employee3", "PartNumber", "TPRO" ) ) )

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

MVP (Business Applications) Visit my blog Practical Power Apps

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ingallspw 18 on at

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I am reading that if I move to Dataverse will this remove the limit. Looks like I've got a bit of work to do.

...... Dang amateurs (me) thinking they can do this on their own by watching YouTube tutorials!

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SebS 4,746 Super User 2026 Season 1 on at

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@ingallspw

I will try @WarrenBelz approuch first keep in mind dataverse will make your app premium means everyone will require a license also If I'm correct only SQL allowing to Delegate Search and only if column is Text column.

Here is Microsoft documentation what will help You
Understand delegation in a canvas app - Power Apps | Microsoft Learn

also WarrenBelz have a good blog what explaining in detail this challenge and proposing some solutions so have a look there as well.

Sorry I could not be more helpful

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ingallspw 18 on at

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You have all been very helpful. I tried the suggestion and the result was the same.

Alas... The "database" I made using a SharePoint List is growing way too fast. Its barely 5 months old and has over 2,500 items. At this rate that is about 6,000 lines per year.

I read this a while back:
"You can store up to 30 million items or files in a list or library. Filtered views of large lists have a similar experience to other lists. However, when a list view shows more than 5000 items, you may run into a list view threshold error."

I assumed I would not ever be "viewing" more than 5000 items at a time (usually seeing around 50 or less on the app at one time) so I read this and said, "30 Million!? We're safe!" I miss interpreted the word "view".

Looks like its back the drawing board.

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SebS 4,746 Super User 2026 Season 1 on at

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@ingallspw

Don't be misled by delegation. You can still operate on big dataset, and You can view even 100k+ records in SharePoint.

Delegation Warnings mean You can delegate some logic / filters / requests to server and with some functions You can easy do that one of the examples is StartsWith()

I think you need to just rethink the logic You using to find whatever You are looking for in the Dataset sometimes adding some text column controlled from Power Apps is enough and sometimes prefiltering doing its job.

Check with WarrenBelz if he hassome additional suggestion for You and don't give up on it there is always a way
it maybe something easy what stopping your filter and even not related to delegation anymore after You implemented WarrenBelz code.

Be patients I hope you get it sorted and it will not require to re done all the hard work you already put to the app.

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WarrenBelz 154,492 Most Valuable Professional on at

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Hi @ingallspw ,

As long as you are happy with the licensing for the Premium connector on all users, then yes, Dataverse will solve the in filter issue. You will of course lose the SharePoint interface for users getting data, but if both of those are not issues, then it will solve this problem.

I am however interested whether what I posted also solved the issue - as long as you can "pre-filter" your data to records numbers under your (maximum 2,000) Delegation limit, you can apply any filter you want on the output.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

MVP (Business Applications) Visit my blog Practical Power Apps

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Constrictor64 50 on at

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I know I'm probably a little late to the party however I have a coupe suggestions to note. Firstly it would appear that your date filter isn't hooked up properly. Shouldn't it be filtering between the two dates?

Created <= DatePickerStart_2.SelectedDate, Created <= DatePickerEnd_2.SelectedDate + 1

e.g.
Created >= DatePickerStart_2.SelectedDate, Created <= DatePickerEnd_2.SelectedDate + 1

Not sure if this is causing issues but it might mean you are seeing different records than you think you should be. Secondly, I have always had more success with filters by using && to combine clauses instead of nested filters.

Additionally like others have said, there is almost always a way to filter down enough that non-delegable functions are not an issue.

As one noob to another, I would recommend you to continue persevering and find a way. I find I have learnt a lot of quirky little tricks by being forced to stay with Sharepoint as a data source. Has definitely improved my problem solving ability. And yes, we have sharepoint lists that are well into the 10s of thousands of records working completely fine as the number of records against an order always stay within the non-delagable limit allowing delegable filtering and then non-delegable fine filtering layered over the top.

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WarrenBelz 154,492 Most Valuable Professional on at

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Hi @Constrictor64 ,

Thanks for picking up a typo in my post (now fixed) with the date range (dangers of free-typing code).

I totally agree with your view on SharePoint (I only use this and have a large number of lists/libraries across a number of customers in the tens of thousands of records/files). As long as you give some planning initially to your data structure and process, there is not much you cannot achieve with SharePoint. You might find the time to have a read of this blog of mine.

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