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Power Platform Community / Forums / Power Apps / Delegation Warning for...
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Delegation Warning for more than 2000 SP items but one record

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Posted on by Community Power Pla... Microsoft Employee

Hi all,

 

Hope you are doing well.

 

I build a productivity app where the user will need to fill his daily productivity.

 

I build a gallery like below with some controls input.

 

I set the default items to theses control to check if there is any items already created on the Sharepoint list with 2 filters.

 

Basically theses controls can return only one SP record due to the filter (Date + Category + Agent Name).

 

My question is : I have a delegation warning on all inputs where i set the default item to the SP list. This SP list will have more than 5000 items in the futur, so i will have an issue with the delegation warning or not ? Because as i said, controls will return only one record, as you can see below : 

 

 

If
 (IsBlank
 (LookUp(PAT_Tracker_AppResults, 
 Country = Text(Prod_DropDown_Country.Selected.Result) && Text('Task Date',ShortDate) = Text(Prod_DatePicker.SelectedDate,ShortDate) && Exception = Text (ThisItem.Exception) && Carrier = Text(ThisItem.Carrier), 'Calls Handled')),"", 
 LookUp(PAT_Tracker_AppResults, 
 Country = Text(Prod_DropDown_Country.Selected.Result) && Text('Task Date',ShortDate) = Text(Prod_DatePicker.SelectedDate,ShortDate) && Exception = Text(ThisItem.Exception) && Carrier = Text(ThisItem.Carrier), 'Calls Handled'))

 

 

Mts1_0-1659985569275.png

 

Categories:
Building Power Apps
I have the same question (0)
  • Capuchino Profile Picture
    Capuchino 59 on at

    Hello, 

     

    I have found a solution if you have a Sharepoint list with a lot of items: it is to separate into little Collection filter on the ID number of the Sharepoint Row and then regroup them into one. 

     

    See below an example: 

    Capuchino_0-1659986931269.png

    Then instead of using the Sharepoint list "Products", I am using "VarCollection" as the source 


    Hope this will help you 

  • BCBuizer Profile Picture
    BCBuizer 22,854 Super User 2026 Season 2 on at

    Hi @Anonymous ,

     

    Yes, this will pose an issue since only the first 2000 items in your data source will be evaluated. In case the one item you are looking for is not there, but in any of the remaining 3000 items, you'll draw a blank.

     

    What you can do is to pre-filter your data so you are sure the outcome of that will be below the data row limit and then perform the non-delegable part of the query on that.

  • Community Power Platform Member Profile Picture
    Community Power Pla... Microsoft Employee on at

    Hi,

     

    Thanks a lot for you answer.

     

    What is the best properties to put this code ? If i'm putting it on "OnVsibile" properties of the screen, and the user will patch new items in the same screen, he will see the new item patched in live  (i have a gallery) or he will need to refresh the screen ?

  • Community Power Platform Member Profile Picture
    Community Power Pla... Microsoft Employee on at

    Hi @BCBuizer 

     

    Thanks for your reply.

     

    I have a Date Filter where will be always by default in Today. and my child gallery item properties is filtered with it 

     

    The yellow one are the filters and controls in the red circle is where i have the delegation issue

    Mts1_0-1659989436897.png

     

  • Community Power Platform Member Profile Picture
    Community Power Pla... Microsoft Employee on at

    Hi @BCBuizer,

     

    Can you jsut confirm me if i will still have the delegation issue even if i'm using the filter with the date picker to only one date ? 

     

    I know that in one day there is less than 2000 items created. 

     

    Thanks a lot for your help!

    Regards

  • BCBuizer Profile Picture
    BCBuizer 22,854 Super User 2026 Season 2 on at

    Hi @Anonymous ,

     

    Can you please share the data types for the below columns:

    PAT_Tracker.Country

    PAT_Tracker.Exception

    PAT_Tracker.Carrier

     

    This information can be found in SharePoint under the list settings:

    BCBuizer_0-1659990174749.png

     

  • Community Power Platform Member Profile Picture
    Community Power Pla... Microsoft Employee on at

    Hi @BCBuizer,

     

    It's only Text fields. To be honest it's my first app, and it seemed less difficult to create all columns as text value.

     

    Even the Task Date is a text field because i have an issue with the date picker when this column is set to date type, it return one day before.

    Mts1_0-1659990416568.png

     

  • Community Power Platform Member Profile Picture
    Community Power Pla... Microsoft Employee on at

    And i will use Power Query or Dataflow to transform the data from the list

  • Verified answer
    BCBuizer Profile Picture
    BCBuizer 22,854 Super User 2026 Season 2 on at

    Hi @Anonymous ,

     

    Removing the Text function on the 'Task Date' column may resolve your delegation issues, if that's an option for you:

     

    If(
	IsBlank(
		LookUp(
			PAT_Tracker_AppResults, 
 Country = Text(Prod_DropDown_Country.Selected.Result) &&
			'Task Date' = Text(Prod_DatePicker.SelectedDate,ShortDate) &&
			Exception = Text(ThisItem.Exception) &&
			Carrier = Text(ThisItem.Carrier),
			'Calls Handled'
		)
	),
	"", 
 LookUp(
		PAT_Tracker_AppResults, 
 Country = Text(Prod_DropDown_Country.Selected.Result) &&
		'Task Date' = Text(Prod_DatePicker.SelectedDate,ShortDate) &&
		Exception = Text(ThisItem.Exception) && 
		Carrier = Text(ThisItem.Carrier),
		'Calls Handled'
	)
)

     

    By the way, using the With() function you can greatly simplify this code:

    With({
	_CallsHandled:LookUp(
		PAT_Tracker_AppResults, 
 Country = Text(Prod_DropDown_Country.Selected.Result) &&
		'Task Date' = Text(Prod_DatePicker.SelectedDate,ShortDate) &&
		Exception = Text(ThisItem.Exception) &&
		Carrier = Text(ThisItem.Carrier),
		'Calls Handled'
	)},
	If(
	IsBlank(
		_CallsHandled
	),
	"",
	_CallsHandled
	)
)

     

  • Community Power Platform Member Profile Picture
    Community Power Pla... Microsoft Employee on at

    Hi @BCBuizer,

     

    Thanks a lot for your reply, 

     

    The delegation warning is still present with your both code. Do you think it's because of the SP columns type ?

     

    Thanks for the second code, i didn't know !

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