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Power Apps not showing latest updated data from my SharePoint List

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Posted on by SL-26020248-0

Hi, Good day.

Currently I have been facing issue such as my Power Apps canvas data is not being updated to the latest data from my SharePoint list. It has been doing fine all this while, but somehow this issue starts to occur last week onwards up until now. As my Power Apps is for daily use, I am expecting the data to be updated to the latest working days, for example, yesterday's data should be viewable on today. However, my data in my Power Apps now is still stuck on previous week (25/04/2025). I have also clicked refresh the data accordingly in the power apps, but it is still not working. Meanwhile, the SharePoint list is all updated accordingly.

Can i know what is this issue here?

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Building Power Apps

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EE-04041031-0 106 on at

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HI,
One potential issue may be due to delegation.

If your SharePoint list exceeds the default 500-item non-delegable query limit, Power Apps may not retrieve all records, especially newer ones. Increase the data row limit to 2000 in Power Apps settings (File > Settings > General) to ensure all data is fetched, though this may impact performance.

Do let me know if this helps🙂

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WarrenBelz 154,799 Most Valuable Professional on at

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Hi @SL-26020248-0,

Can you please share the Items of the gallery that you are viewing the data in. Also how may records are in the List?

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SL-26020248-0 8 on at

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Hi, Currently there are over 20 000+ records in my SharePoint List. Below are the sample screenshots of the items that i am viewing in my gallery upon filtering. Ideally, i would like to sort the data based on the latest arrival date to appear on the top, followed by the oldest date which is currently the format of the records in my SharePoint List. It used to be able to display the order accordingly similarly to the row orders in my SharePoint List, but now not anymore. Could i know what is the issue to it?

Power Apps Browse Gallery

SharePoint List Order:

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EE-04041031-0 106 on at

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Your Power Apps gallery is no longer displaying SharePoint list items in the correct order likely due to delegation limits, especially since your list exceeds 20,000 records. Power Apps can only sort and filter a limited number of records (500–2000) unless delegable functions are used.

To ensure proper sorting, explicitly use the Filter( function or SortByColumns(..., "ArrivalDate", Desc) if "ArrivalDate" is a DateTime field; otherwise, using non-delegable functions like DateValue() will lead to incomplete or incorrectly ordered data. Also, avoid relying on the default SharePoint list order—Power Apps doesn’t preserve it. Consider creating a SharePoint view sorted by date or ensuring delegation-compatible filtering and sorting in your formulas.

Can you share the expression you have on the items property of your gallery.

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MS.Ragavendar 6,334 Super User 2026 Season 1 on at

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@SL-26020248-0,

Please help us with the Items Property of the Gallery, The Power Fx needs to be adjusted accordingly in the Items formula so we need that.

can you please share it with us.

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