web
You’re offline. This is a read only version of the page.
close
Skip to main content

Announcements

News and Announcements icon
Community site session details

Community site session details

Session Id :
Power Platform Community / Forums / Power Apps / Best Datasource for a ...
Power Apps
Unanswered

Best Datasource for a lookup

(0) ShareShare
ReportReport
Posted on by 78

Hi all. I have a PowerApp overlay on a SharePoint List that's been in place for a few years. I've been asked to add some Lookup information to help with downstream filtering. In this case, the source I need to reference comes to me in the form of an Excel file and has associate information that's not in the Office365 realm. Think, Team Name, Sub-Team, etc. I have the formula worked out to do a Lookup using email as the match from a test set of data. However, the real dataset is 3000+ lines long (after filtering).

 

I know I can't use Excel given the 2000 row limit. Doesn't seem that a PowerBI dataset is an option. Using a SharePoint list doesn't work because I'll need to update this file weekly and I don't want to do it manually.

 

So - I'm stuck. I see I have access to Dataverse to a point - I uploaded the table there, but then get privilege error when I try to access the actual Data within the Table.

 

Is there some other place I can store this formation that PowerApps can reference (without having SQL knowledge)? Something I'm not thinking of? I am open to all ideas! Thanks in advance...

Categories:
I have the same question (0)
  • StalinPonnusamy Profile Picture
    Super User 2024 Season 1 on at

    Hi @JillH

     

    We can keep the data either Sharepoint or Dataverse. But we will hit a maximum of 2000 records in PowerApps. The workaround for this limitation is to use Power Automate (Flow) which does not have limitations.

     

    Call the Power Automate which gets the data from SharePoint or DataVeerse and store it in the collection on the screen loads.

     

    Set the Onvisible property of the screen to

    ClearCollect(MyLookup, FlowName.Run())

     


    Thanks,
    Stalin - Learn To Illuminate

     

  • StalinPonnusamy Profile Picture
    Super User 2024 Season 1 on at

    Hi @JillH 


    I hope that resolves the workaround to get more data. Please let us know if anything needs on your post. We can help with this.

    Please mark the post as Solved If I have answered your question.
    Please give it a Thumbs Up if you find the suggestion helpful

    Thanks,
    Stalin - Learn To Illuminate

  • Drrickryp Profile Picture
    Super User 2024 Season 1 on at

    @JillH 

    If you will not need to add records or edit records in the lookup table.  You can add a static Excel table for the lookup.  It will work with up to 15,000 records.   With a little modification, you can add even more. I used this method to add more than 43,000 zip codes as a lookup table  for my apps:   https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/Automatically-Prefill-City-and-State-using-Zip-Codes-in-your-App/bc-p/956680 

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Season of Sharing Community Challenge Launch!

Jump in, show your community spirit, and win prizes!

Kudos to our 2025 Community Spotlight Honorees

Expanding mentorship, skilling, and AI innovation

Congratulations to the May Top 10 Community Leaders!

These are the community rock stars!

Leaderboard > Power Apps

#1
Valantis Profile Picture

Valantis 404

#2
timl Profile Picture

timl 344 Super User 2026 Season 1

#3
WarrenBelz Profile Picture

WarrenBelz 320 Most Valuable Professional

Last 30 days Overall leaderboard