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Reducing fields pulled by Gallery

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Posted on by Community Power Pla... Microsoft Employee

I have a SharePoint list with about 40 fields in it and 12 of them are Lookup fields.

I placed a gallery on the page and immediately get an error. My SharePoint list has exceeded the number of allowable (12) Lookup items.

For this gallery I only need 2-3 of the lookup fields. I solved this in Power Automate by adding a view with just the fields I need in SharePoint. In PowerApps, I can't see any way to add a view to a data-source. Is there another way to filter out just just the fields I need in the gallery? It seems that would be much more efficient also since I don't need the entire list just 5 rows.

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RezaDorrani 12,145 on at

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Hi @Anonymous

When Power Apps connects to a SharePoint list it pulls all the columns. There is no conecpt of views here.

The only option you have is to reduce the number of lookup columns to max 12.

Plz note: Lookup columns include Lookup fields, People picker fields and managed metadata columns (all combined should not exceed 12). This also includes the system columns Created By and Modified By.

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Community Power Pla... Microsoft Employee on at

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I hear 4 of the lookup fields are tied up with Modified, modified by etc. so in reality, I need to limit my lookup list items to 8. That's Lame but it is what it is... Thanks for the answer.
-Greg

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RezaDorrani 12,145 on at

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@Anonymous

That is one of the main reasons why SharePoint is not a great data source from a relationship database standpoint.

CDS and SQL are relational databases but SharePoint is not.

It has a lot of limitations - lookup threshold, 5000 item view limits, indexing limitations etc.

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Community Power Pla... Microsoft Employee on at

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I just confirmed the magic max number of lookup fields is 8. I reduced my 12 down to 8 and all of the errors went away.
Just sharing this knowledge with everyone else.
-Greg

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RezaDorrani 12,145 on at

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Hi @Anonymous

It is 12 max including the created by and modified by cols.

And it is not just lookup but person type and managed metadata cols are also included.

https://support.microsoft.com/en-us/office/manage-large-lists-and-libraries-in-sharepoint-b8588dae-9387-48c2-9248-c24122f07c59

Last line of this documentation from MSFT

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