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Is it possible to increase the number of records (default = 25?) displayed in a dropdown when editing data in the data table?

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Posted on by MJWhite

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In the example shown below, there are 50 records in the Category table but the dropdown is only displaying 25. If I can't increase the number of records displayed, it makes this functionality unusable. Any suggestions?

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oliver.rodrigues 9,368 Most Valuable Professional on at

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Hi, in your model-driven app, you can set this in your personal settings from the right-top corner:

if you want to apply this to all users, you can define at the dataverse level: Manage Microsoft Dataverse settings - Power Platform | Microsoft Learn

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MJWhite 338 on at

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Thanks Oliver. I have looked where you suggest to apply to all users, but I can't find it. Any tips where within the Settings page (below) I can find it?

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Felipe Silva 23 on at

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Hello MJWhite,
That is a personal setting that you cannot change using the general settings of the platform.
However, you can use an XrmToolBox tool to modify this option for multiple users in a single action.
I hope it helps.

Felipe,

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Fubar 8,346 Super User 2025 Season 2 on at

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The Setting that Oliver was suggesting is under the Dataverse/Dynamcis 365 Users personal settings (option highlighted in Olivers screen shot), you have navigated to the System settings.
However, I don't think the suggested setting will give you what you are after as it is a setting for the number of records displayed on a Page (default is 50, but can be increased to 250) - but what you appear to be after is the number of records displayed in the filter.

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MJWhite 338 on at

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Thanks. The reason for navigating to the system settings is that Oliver also wrote: If you want to apply this to all users, you can define at the dataverse level: Manage Microsoft Dataverse settings - Power Platform | Microsoft Learn
and that link directs you to the system settings.
I would like to apply the setting to all users, if possible.
The setting is question is not the number of records on a page, nor is it the number of records displayed in a filter. It is the number of records displayed in a dropdown when editing data in the data table, as described in the screenshot of my original post.

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oliver.rodrigues 9,368 Most Valuable Professional on at

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Apologies when I said you could do at the Dataverse level, I probably got mixed up with other settings, as per @felipebarbosas the number of records per view page it's user level defined and you can use XrmToolbox to apply to other users

At the dataverse maker table view, can you see the "additional rows" link? This should bring you to more records

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MJWhite 338 on at

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Thanks Oliver
It isn't the number of records in the data table.
It is the number of records displayed in a dropdown field in the data table. I've put a red border on the dropdown in the screenshot below to make it clearer. It appears to have a default of 25 which is no use if the related table has >25 records, but I can't see how to change the default.

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oliver.rodrigues 9,368 Most Valuable Professional on at

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Alright I see where it is now. However as far as I know, no we can't change that setting 😢

The good thing about that component is that it autocompletes/searches as you type, and if you are using a model-driven form you have the option to open the lookup modal as well

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