SharePoint can store millions of items, but Power Apps can only see past the 2,000-item limit if your formula is delegable.
Here is what is happening under the hood:
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What happens to Closed records: If your filter is delegable, Power Apps asks SharePoint to do the work, and it will pull all 5,000+ Closed items. If it’s not delegable, Power Apps only looks at the first 2,000 items in the list and filters from those, missing everything else.
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The 100-record scrolling: This is just a visual performance feature (lazy loading). If your filter is delegable, it will keep loading 100 more items indefinitely as you scroll. If it’s not delegable, it hits a hard stop.
How to fix it:Make sure your filter looks like this:(Use Status.Value if it's a Choice column, or just Status if it's Text).
Traps to avoid: Do not use Search() or the In operator, as SharePoint cannot delegate these and you will hit that 2,000-item ceiling. Lastly, make sure to index your Status column in SharePoint settings. This ensures your app won't break once your total list size crosses 5,000 rows.
