Building app with almost 8000 items of data

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Posted on by Jap11

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Hello,

I'm building an app and using sharepoint as a data source. My data has almost 8000 rows.

I understand i can set the data row limit to 2000, and i think i may have understood this incorrectly but i thought that was the view limit but more rows could still be searchable by adding filters etc... as I have started building out the app i see now that i was incorrect.

Can anyone recommend a way i can have my app have all items searchable?

Thanks

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wolenberg_ 1,476 Super User 2026 Season 1 on at

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Hello @Jap11 ,

Raising the row limit doesn’t make all 8,000 items searchable. To search across the full dataset, you need to use delegable queries (like Filter with supported operators) or move the data into a source like Dataverse that supports full delegation.

For Reference, you can check this out:

https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/delegation-overview?utm_source=copilot.com

https://reshmeeauckloo.com/posts/powerapps-delegationwarning-search-title-field-sharepoint-list/?utm_source=copilot.com

Good luck on that.

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WarrenBelz 155,838 Most Valuable Professional on at

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Hi @Jap11,

Adding to @wolenberg_'s response, there are two fundamental "limits" when you use SharePoint with Power Apps, neither of which should cause you any substantial issues.

Firstly the 5,000 item view limit in SharePoint itself, which refers to some single view of records (in SharePoint) scenarios. I won't get into that one in detail except you can manage when required by filtering your views. The important thing however is once you reach this limit, you need to index any columns you are using for queries in either SharePoint or Power Apps. This is done in your List Settings in SharePoint and you are allowed 20 indexes (columns) per app.

The second issue is Delegation. I have a blog on this subject which may be useful to you, however I will focus on two points - your Data Row Limit and non-Delegable queries. The first one is standard at 500 and can be increased to 2,000 and imposes limits on what can be actioned with non-Delegable queries and "local" or client-side functions. Delegable queries can be actioned on any sized data set so things like equals or StartsWith on Text values, greater/less than or equals on Numbers or Dates are Delegable, so your list size will not affect them. Local functions such as Collect, Sum, GroupBy, With and a number more are always subject to this limit (although you can run a Delegable filter inside them), no matter the data size or type. Non-delegable queries can be managed generally by "pre-filtering" when required.

Although you can (at additional cost) use better data sources (particularly Dataverse), SharePoint is perfectly adequate for most applications.

Please ✅ Does this answer your question if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider answering Yes to Was this reply helpful? or give it a Like ♥
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WarrenBelz 155,838 Most Valuable Professional on at

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Hi @Jap11,

A quick follow-up to see if you received the answer you were looking for. Happy to assist further if not.

Please ✅ Does this answer your question if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider answering Yes to Was this reply helpful? or give it a Like ♥
Visit my blog Practical Power Apps LinkedIn

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Jap11 453 on at

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Hi @WarrenBelz - apologies for the delay, your reply was incredibly helpful and it got everything working however I have since decided to give Dataverse a try. Not used it before so learning as i go

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wolenberg_ 1,476 Super User 2026 Season 1 on at

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Hello @Jap11 , glad to help you, good choice on move foward with Dataverse, if you still with questions do not hesitate to create a new topic with your concerns and the comunity will provide you some assistance.

Good luck on this!

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