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Asset Manager with more than 2000 records

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Posted on by SH-23070720-0

Hello,

I recently found that PowerApps only pulls through a maximum of 2000 records from a Microsoft / Sharepoint list. I am planning to have an asset manager that will exceed the maximum amount.

Is there any way that this can be exceeded? I want to be able to search my app for any asset that I have in my list if it is possible. My current items property on the gallery looks like this

With({SourceItem:'Asset Manager'},
Sort(
 If(
 IsBlank(TextSearchBox1.Text),
 SourceItem,
 Search(
 SourceItem,
 TextSearchBox1.Text,
 "Location",
 "Title"
 )
 ),
 "Title"
)
)

It is currently set so that I can search for either the asset tag (Title) or the location of a number of assets.

I'm a bit clueless with formulas so I have no idea what I am doing or what direction to go in, so any help would be appreciated! Thanks

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Building Power Apps

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CNT 10,921 Super User 2024 Season 1 on at

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@HeronS98 If you want to pull more than 2K records, please follow these steps,

Create a custom ID column in the SP list, something like AssetManagerID.

Collect the data from the SP list in batches of 2K records into collections.

Combine these collections to get one big collection of all the records.

Please remember to give a 👍 and accept my solution as it will help others in the future.

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SH-23070720-0 on at

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Sorry @CNT - had Internet issues since I posted this so I didn't get a chance to reply. I will try your solution shortly.
Thanks.

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SH-23070720-0 on at

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I have created the new column (AssetManagerID), but I can't seem to find a way to get a collection to pull data from the list. I only see ways on how to update a collection with data that you make while you are in the app environment.

Is there something I am missing?

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CNT 10,921 Super User 2024 Season 1 on at

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@HeronS98

Make sure the AssetManagerID is populated with value starting from 1 to how many ever records in the list.

In the App,

ClearCollect(col1, Filter('Asset Manager', AssetManagerID<2001);

ClearCollect(col2, Filter('Asset Manager', AssetManagerID>2000 && AssetManagerID<4001);

...

...

ClearCollect(colCombined, col1, col2,......)

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SH-23070720-0 on at

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So are these formulas supposed to be put onto buttons, or in the onstart of the app etc?
I made a random button to test it as I'm a complete beginner with this and I used the formula below to receive about 4 or 5 records from the SP list. Is this the same format for the clearcollect?
Collect(ListCollection,'Asset Manager')

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CNT 10,921 Super User 2024 Season 1 on at

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@HeronS98 Where you place it depends on the App. The best place would be in the OnVisible of the Screen. As you can get only 2000 records at a time, please follow the formula below. col1, col2, etc., are intermediate collections. Finally, all the records will be in the collection called colCombined.

ClearCollect(col1, Filter('Asset Manager', AssetManagerID<2001);

ClearCollect(col2, Filter('Asset Manager', AssetManagerID>2000 && AssetManagerID<4001);

...

...

ClearCollect(colCombined, col1, col2,......)

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SH-23070720-0 on at

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When I put into OnVisible, it says col1 name isn't valid. Does is need to be defined elsewhere?

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CNT 10,921 Super User 2024 Season 1 on at

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@HeronS98 Then do it like this,

Clear(col1);

Collect(col1, Filter('Asset Manager', AssetManagerID<2001);

Clear(col2);

Collect(col2, Filter('Asset Manager', AssetManagerID>2000 && AssetManagerID<4001);

...

...

Clear(colCombined);

Collect(colCombined, col1, col2,......)

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SH-23070720-0 on at

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Still getting that same error as previous.

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CNT 10,921 Super User 2024 Season 1 on at

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@HeronS98 I've the same without any problems Maybe it's something else in the App that's causing the problem.

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