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Most efficient way to filter large list

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Posted on by vffdd

1,257 Super User 2024 Season 1

I have a sharepoint list with 1K+ Items. I am using it to populate a gallery. However I only want specific items from this list in the gallery. What is the best way to do this?

I am currently pulling the complete list in in a collection, (When creating the collection I use the show columns feature as I only want a handful of the columns from the list.) and then using that collection as the basis for the gallery and filtering at the [Items] level. But should I filter it at the collections level? or can I do that? Only put into the collection the items that I want?,

What is the most efficient way to do this?

TIA

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Building Power Apps

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LRVinNC 2,297 on at

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It depends. If you will make sure of other items in that list while the app is loaded, then it makes sense to bring them all in as you are doing and simply filter the gallery in your items property with Filter(<ListName>, <columnname> = filter criteria)

If you will ONLY use a subset of the items in the list, the filter when you load your collection with Collect(<CollectionName>,Filter(<ListName>, <columnname> = filter criteria))

LRVinNC

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Adrian_Celis 1,652 Moderator on at

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Hi @vffdd

I say delegate the filtering to Sharepoint instead of getting a ton of data to Power Apps and making your browser do the dirty work. That means filter as much as possible on Sharepoint first then add the results to your collection.

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vffdd 1,257 Super User 2024 Season 1 on at

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so do you mean filter at the sharepoint end, by creating views on sharepoint and then using those views to populate the collection?

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vffdd 1,257 Super User 2024 Season 1 on at

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Thanks yeah I thought about that.. and I may use other items at some stage, if I do I will probably create another collection for them.. I was just wondering if was better to do it at the collectioin stage or the gallery stage but I guess it doesn't really matter does it?

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LRVinNC 2,297 on at

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It depends on how you are going to use it, but you always want to load the least information possible as IO is your slowest process. As I said, if you will only need to use the filtered data in your app, then filter it on the way in so you only load what you need. If you might need all of the data during a run of the app, in different filtered groups based on some criteria, then load it all (once) and filter the groups in the gallery.

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