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Large list and searching

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Posted on by LaticFanatic

Hello.

I have a large Sharepoint online list - approx 25K records.

I have a team that inputs data into this list using a customised form. This includes a lot of columns that contains sensitive data.

What I would like to do is create a form or something where all other users can search for records with it returning a trimmed down list with sensitive columns removed.

Whenever I try the form create but cannot retrieve anything from the list due to a restriction on the size of list.

Can anyone help and does that make sense !!!

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BCBuizer 22,720 Super User 2026 Season 1 on at

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Hi @LaticFanatic ,

Can you please explain what you mean by "try the form create"?

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LaticFanatic on at

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Hello

I basically want the end users to search on forename or surname to retrieve a particular record without seeing the full record returned

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BCBuizer 22,720 Super User 2026 Season 1 on at

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Hi @LaticFanatic ,

I'm a bit confused because a form is usually used to display the details of a single record.

Galleries are ususally used to display an overview of records. The data that is displayed in there can be limited by using the ShowColumns function in the Items property of the gallery, for instance:

Filter( ShowColumns( DataSourceName, "FirstName", "LastName" ), StartsWith(FirstName, SearchField.Text) || StartsWith(LastName, SearchField.Text) )

The above example also includes a delegable filter to search for the first and last name.

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LaticFanatic on at

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Hello..

Yeah I just want to display a single record....... I probably not explained it well 🙂

I have a list that has 25 columns and approx 25000 rows
I want someone to open a form, search for a single record - i.e. on forename and then that record displayed in the form (albeit with only a few columns from the master list)

If I use the filter option I get this (Even though I only want to return 1 record) - however it works fine in Preview mode !

The requested operation is invalid. Server Response: Vetting failed: The attempted operation is prohibited because it exceeds the list view threshold. clientRequestId: 7d7e8687-db00-4003-9710-56125230479e serviceRequestId: 7d7e8687-db00-4003-9710-56125230479e

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