Load only the latest 500 records from a 3000 source from Sharepoint List to overcome the 2000 limit

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Posted on by Community Power Pla... Microsoft Employee

So I learned about the 2000 record limitation of Power Apps and Sharepoint List.

I have an app with a browse screen gallery with a search feature where I display active requests. Users can search for previous requests. Once a request is completed, usually, we don't need to modify it ever and rarely need to view very old requests again.

My thought is to "archive" old requests and only pull, say, the latest 500 records in the app. If users need to search for very old records they can go manually to the SharePoint list to look at it.

The most simple way to "archive" this would be to filter out ID numbers below a certain number. So say when I specify my data source, only pull IDs that are above ID 1500. I can create a new ID if I can't use the actual Sharepoint ID.

Is this possible? What would the easiest way to achieve this archival process for me with the option say in 5 years to add more items to the archive?

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Building Power Apps

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EdViegas 436 on at

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You can try
LastN( SortByColumns( your_3000_records_list, "ID", Descending ), 500 )
simitu 5 on at

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This worked great for me! Thank you
ATUFAILHAASAN 72 on at

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@EdViegas I have a similar problem where my gallery filter is not showing the latest 500 in my gallery.
Where should i insert this function in order to show the latest 500 only?
gillespieseth 2 on at

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Is it possible to add a search by TextSerchBox within this?