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Load multiple list data(more than 500) sharepoint list data on single gallery on canvas app

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Posted on by Community Power Pla... Microsoft Employee

I want to load & search multiple sharepoint list data on single gallery on canvas app. I tied with collection to merge both list but its loading only 500 records in gallery due to delegation.

Is any other way to load data & search data on single gallery for more than delegation limit(2000) ?

Regards,

Lalit Kadam

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Building Power Apps

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mdevaney 29,991 Moderator on at

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@Anonymous

Collections can only hold a number of rows equal to the delegation limit, essentially: 2,000 rows.

Galleries do have the ability to show all the data but the trick is you have to connect it to the datasource directly. It cannot be connected to a collection.

Then we must talk about your choice of functions: are you referring to the SEARCH function in PowerApps? Then no, you cannot use a SEARCH function to look past the 2,000th row any retrieve results because it cannot be delegated.

The most used workaround for this is the STARTSWITH function which can be delegated and look past the 2,000th row. But as the function name implies it only looks at the beginning of the text in a column so there is a limitation.

If you must use the SEARCH function in your app you'll need to change your datasource to either the Common Data Service or SQL Server. Both have the capabilities to use SEARCH and it can be delegated there.

Link to SharePoint delegation reference:

https://powerapps.microsoft.com/en-us/blog/sharepoint-delegation-improvements/

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Community Power Pla... Microsoft Employee on at

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Thanks for quick reply.

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Drrickryp Super User 2024 Season 1 on at

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Hi @mdevaney

I believe the delegation limit applies to the datasource itself when using Collect() and ClearCollect(). However, there is no limit on the number of Items that can be collected when collections themselves are appended. Moreover, once the final collection is obtained, All PowerApps functions can be applied to that collection, including Countrow(), Search() etc without delegation restrictions.

So if the original list has > 2000 items and < 4000 items Collect(colFirst, Sort(SPlist,ID, Ascending);// will be limited to the first 2000 items and Collect(colLast,Sort(SPlist,ID,Descending); //will be limited to the last 2000 items in the list' Collect(colAll,colFirst);Collect(colAll,colLast)// will contain 4000 items (with duplicates) Collect(colAll,colFirst);Collect(colAll, Filter(colLast, ID !in colFirst.ID))// should result in a list with between 2000 and 4000 items without duplicates.

The colAll collection could be used as the Items property of a gallery and a CountRows() function would be accurate. If it were 4000, this would be a clue that the SPlist had more than 4000 items.

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mdevaney 29,991 Moderator on at

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@Drrickryp
Right, that is technically correct. I just didn't want to send the user down the path of creating an iterative function with a timer.

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