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Best way to handle 2000 items limit to Sharepoint in large production environment?

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Posted on by AS-13121330-0

We have a large clinic as a client and as you can assume, Sharepoint lists that are used for storing have a lot of data, 10000+ items.

Question: I wanted to ask what is the best way to handle this limit so that I load unlimited number of elements into PowerApps? What is the simplest, best, most efficient and best approach in terms of it's maintenance later?

Also do the max limit of 2000 items exists from other connections too, database or dataverse?

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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Best way to handle 2000 items limit to Sharepoint in large production environment?

The shortest possible answer is to use Dataverse or some other database. Databases inherently are more flexible when it comes to configuring security and privacy at a row level (even at a column level) especially for business cases such as clinics.

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WarrenBelz 152,847 Most Valuable Professional on at

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Best way to handle 2000 items limit to Sharepoint in large production environment?

Hi @AS-13121330-0

Firstly you may have some misconceptions concerning the 2000 record "limit" in SharePoint. This is the maximum number of records (set by your Data Row Limit) that can be handled by non-delegable queries as well as "local" functions Collections and operators (to name a few) such as GroupBy/Ungroup, Show/Add/Rename/DropColumns, Distinct etc.

Delegable queries (I have a blog this subject that may be of assistance) from SharePoint can be executed on lists of any size (although SharePoint will handle 33 million records, once it gets over 100k, there may be some performance penalty). The "local" functions however have the same limit whatever the data source.

Dataverse is a more powerful alternative and may be the better option for you, however it comes with additional licensing cost per user and loses the very useful SharePoint interface for clients to access their data in a flexible manner.

I have been using nothing but SharePoint over multiple clients for 7 years and have not found anything I could not achieve, but that is not saying you may have a requirement that it not able to adequately meet.

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WarrenBelz 152,847 Most Valuable Professional on at

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Best way to handle 2000 items limit to Sharepoint in large production environment?

@AS-13121330-0

A quick follow-up to see if you received the answer you were looking for or if you need further assistance.

Please click 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 giving it a Like.
MVP (Business Applications) Visit my blog Practical Power Apps Buy me a coffee

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