PowerApps Delegation and the 500 item limit
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- Опубликовано: 2 авг 2024
- In this video, you will learn about PowerApps Delegation. We talk about what is delegation, how it varies based on three different criteria, data source, function, and operator, and some tips to deal with it. Functions covered include Filter, Search, Collect, CountRows, Distinct, and more. Also, we use SharePoint, Azure SQL, and the Common Data Source to drive home the points.
Link to twitter thread / 1213158471140610049
Link to PowerApps documentation docs.microsoft.com/en-us/powe...
Link to Reza's videos • Power Apps Delegation ...
PowerApps Training training.PowerApps911.com 
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I hope you realize how many people you help, man. Thanks for the great videos. You carry a lot of businesses on your shoulders with these guides and we really appreciated you.
Thanks for the kind words Shaun. I am glad to do my part. 😀
Exactly, and still make it fun! Feels like i´m talking to a funny expressive friend.
Wow.... Now we have so much work to do ! We have many collections working with delagation filters! 😭
Thanks alot Shane!! You’re the best!
You are welcome 🙏
Again you made the things clear than some other youtube video over delegation... I think you're the only one that actually explained the meaning of delegate.. "to delegate to the datasource querying the data" with this simple sentence I understood everything. Many thanx
Glad to help Roberto.
Another hit video!... Thank you!!!... Still breathless by keeping up the pace 🤠👍
More to come!
Shane is awesome. His style of teaching is just superb. The facial expressions that he makes, keeps the audience glued to the video. Thanks a lot for helping me and the entire community.
Wow, thanks!
This is crazy helpful man!!!! Your content, your voice, your expression, that's super awesome. I watched entire a video without skipping!
Awesome, thank you!
"SharePoint's like "Nah baby, nah - I don't do that!"" Ha -- I love it! Thanks for another very informative (and entertaining) video!
Glad you enjoyed it! 😂
this video is extremely helpful, I have been fighting the default license limitations and delegation issues. Thank you sir!
Happy to help Joe
This was so helpful. I never knew the consequences of letting that little yellow triangle hang out in my Power App. Now it all makes sense. Thanks!
Awesome 🤩 😎☺️
Good grief! The light bulb has been switched on. Every time I watch one of your videos, I lean something important. I had been ignoring that triangle because I couldn't quite get my head around what was going on. Now I have no excuses. Thank you as always, Shane.
🥰 Awesome. You got this.
Great content to get a hold on the delegation concept. Keep doing this great work.
Glad to help
This is so good to know and your methodology of trying it in different scenarios helps a lot!! Thank you 😊
You're so welcome!
Shane, Thanks this was really helpful, I had a dropdown box linked to another list, which as I now know only allows the first 500 items in a list (I currently have 999 and its growing. So I added a gallery for this list and added a text input box, for the main list identifier value to be typed in. This then allowed me to pull into my app five other referenced field values from my list, which weren't there originally. I also used the filter function elsewhere to show a specific image from a library in a form, which is used by people to verify a task (of which the picture of part of). really neat techniques.
Awesome Robert.
Woop Woop! Thanks Shane! We can always count on you.
Happy to help!
😂I loved this video, I laughed so much. In a way Delegation is like the 5000 document limit in a SharePoint library, you can load 40,000 files into a library but you can't see them until you Index, which no one wants to do. People actually migrated 40,000 files into a library on an assignment I was on. I tried to tell them! Your videos are really helping me to get comfortable with PowerApps. Thank you!
Thanks for sharing. 😀 so many silly things have been done with SharePoint 🤩
Hi Shane. Just wanted to let you know that I found this video SUPER useful! Thank you so much
Awesome. Glad to help. 😀
Fantastic video. Your style is engaging, informative & entertaining. Thank you!
Good video, very clear!
Just started with PowerApps and I am amazed what you can do with it.
Thanks 😊
I have really appreciated your videos, I have spent dozens of hours on this issue and have yet to find a solution for my particular use case. I don't feel like what I am trying to pull off isn't particularly complicated but for whatever reason there isn't a way to distinct my data without having delegation issues. This is a huge limitation of this platform, it seems like the entire point of powerapps is to be able to retrieve data with a user interface. I don't understand why this aspect of powerapps is so complicated.
YEah, distinct just is not delegable. SOrry
Again amazing Work. I'm losing a lot of my fear of PowerApps because of these great videos.
That is awesome 😎
You are such a great teacher Shane, thank for all your videos.
My pleasure!
Thanks for sharing more insight on delegation around multiple data sources
Thank you Shane! I realize what I was doing wrong because of your explanation. I was using Distinct function for my dropdown with a sharepoint list of 23k. Thanks a lot Shane!!
Fantastic!
Hello. I think I’m facing the same problem at the moment and I can’t seem to figure it out
@@Noah_Oye Hey Noah just saw your comment. If I remembered it correctly distinct function has to go thru the list up until the one your app is able to display, hence for a more specific dropdown try to help the drop down have all the list. In my case I made a unique new list and put it in my dropdown. I hope my explanation is clear ✌️
@@mlm918 yes it is
Thank you👏🏾
Thanks for this video, Shane. Really really helped!!!
Awesome. Glad to help.
Thanks so much! You just helped me remove two very annoying delegation warnings on my app!
Awesome!
Genuinely one of my favourite ever videos from you, didn't want it to end! I'm glad it was a flex day here as I laughed out loud on a number of occasions!
Also great shoutout to Reza, top man.
Any thoughts on the 5k 'List View Threshold' in SharePoint and Indexing columns (from a PowerApps perspective) ?
Glad you enjoyed. Typically the SharePoint limits don’t hurt our apps but large lists do get slow. You can add an index up to 25k items I think that may help.
This video is extremely helpful and Shane you did an excellent job in explaining....
Thanks 😊
Nice one .. Especially how you explained delegates. Was pretty easy
Thanks 😊
Awesome explanation on yellow triangle, Shane
Thanks 😎
Thank you very much for this, I've been deleting my sharepoint data everytime after reaching 2000 record. This saves me
Glad it helped!
Thx Shane... Just used your tips to remove "'stupid yellow triangles" from my prototype!
Awesome!
Still helpful after 3 years!
This should be on my list to do again. 😎
excellent video... great job! i've learned ALOT by watching your videos.
Awesome 😎
Fantastic video, thanks Shane.
Glad you enjoyed it
Bro you are awesome. Literally my hero
Thanks 😎🐶
Great video, thanks Shane!
Happy to help 😎
Another AWESOME! Video Keep it up man.
Thanks! Will do!
Great video! Thank you for this!
My pleasure!
Great explanation, thanks.
You're welcome!
Muchas gracias, por compartir tu experiencia y conocimiento!, me ha sido de gran utilidad
😊
Wonderful demo !
Thanks George
Gracias por esta ayuda...!!! Greatings from Chile
Thanks Marco! 🐶
Your videos are very informative and you reply every single comment on your video I really appreciate it. Thank you so much for creating such a beautiful playlist. I have one doubt, As a developer while programming we use git for integration and branch creation so can we create separate branch for each developer in power apps so that developer can collaborate while developing?
this is really helpful. Thanks.
Glad to help. 😀
Great Videos!!
Thanks 😊
I'm trying to display employee names from a combobox in Dataverse table that has more than 2000 names. Any tips to retrieve this data?
Very helpful, thanks!
You are welcome 🙏
Hi Shane, thanks for another great video. You show the text box with the countrows function to illustrate your point. My problem/question is trying to get that number to accurately represent the number of rows. I am trying to pull in an activity view from CDS/Dynamics to put into a graph. I did just what you did and used that text box in my graph formula. However, since that number isn't accurate... that method doesn't work. Any thoughts on achieving this. Literally just trying to pull in one number from dynamics and it's giving me a world of trouble. Thanks so much!!
You rock Shane!
Thanks Wendy 😻
You are awesome Man!
You rock!
You're my powerapps hero :D
I worked out a way to use the 'in' operator to search for specific text in Gallery items from Sharepoint List, while avoiding delegation.
First, set up a series of delegable filters that can narrow your list results directly from Sharepoint. While it's not absolutely essential, it's best if you can use a combination of delegable filters to narrow your Sharepoint List Gallery down to 100 items or less.
Next, create a collection wherein the ClearCollect command is Gallery1.AllItems.
Third, create a 2nd Gallery that has the Collection you just set up as the Data Source.
It's then up to you to work out how you want this to function, but I have a search field that sits beneath my set of filters, and above my 1st Gallery.
Upon selecting the search field, the OnSelect property of the search field has my ClearCollect('SearchResults', Gallery1.AllItems), and it turns the visibility of Gallery1 'off', and turns the visibility of Gallery2 'on' using a variable. The 2nd gallery sits on top of the first gallery, so as far as the user is concerned, they are searching the same gallery, unaware of my magical swapper-roo.
The limitation I currently have is that Collect will only grab the first 100 items from the 1st Gallery, unless a user scrolls down the list as far as they can go prior to searching.
But you are free to use the 'in' operation on a collection, as the data is stored within the app itself.
The only thing to be careful about is to avoid making the collection too large. I get around this by disabling the search field until at least a couple of filters have been selected.
EDIT: Thanks to Shane and this video for providing the inspiration to accomplish this! This was the last must have feature of my app, and we're rolling it out in my company this month! Hoorah!
Congratulations and thanks for sharing
Yes the Delegation maze! - Need to have a page with all the delegable stuff - yes the matrix
It is a pain for sure
Super helpful! Thx! How about when it comes to filtering users? We have over 1,000 and trying to filter by department isn't showing all results.
Hi Shane. Does this error: "Server Response: An error has occurred. Object reference not set to an instance of an object." have anything to do with the amount of data in data source.=? I can't seem to get around it.
It shouldn’t. I don’t see that error often. Maybe start a new app, add a galley, then add that data source. Start simple and see if you can figure out where it breaka
Is there a way to get the count for the entire dataset without a gallery? So if we wanted to see that there are 8000 red records out of the 25K - is there way to do this?
Not that I can think of. 😐
Thank you !
You're welcome!
Thanks for this video, Shane... Question, when you need to filter any folder by path from a Sharepoint Document, how can i delegate on Sharepoint to request only records I need?
I don't know. I played with that one day for 10 minutes and I also go delegation warnings with all of my ideas :( and then I gave up. If you figure it out you would be a hero!
looking at this video now . Using sharepoint as a datasource is the wrost for big datasources/lists. You have to user Filter and starswith. The best for large data is Azure and maybe CDS
Agree. CDS is best but not everyone has the license for that.
Hi Shane. Is there a limit in the drop-down lists? I don't have all my recordings in my drop-down list while there is everything in my gallery ?
Thank you !
I haven't ran into it before but I think i heard 500 items? Not sure though. Sorry
Hey Shane, do you know a way to better handle negative queries? and Not arent delegable to Sharepoint. But when one wants to exclude all records with a specific choice field for example, you have to filter positively by each and every other choice available, just to exclude the one. Any ideas ?
Vincent sadly I don't have a better, delegable idea :(
Hi Shane, I'm getting close to the 2000 limit and my users are used to having a search box. I'm using a Search as one of two Filter terms, currently have the warning triangle. Filter(Search(AAAAA,TextSearchBox1.Text,"BBBB"),CCCCC=Dropdown1_1.SelectedText.Value) Is there a correct way of organizing this so that the search function only operates on the filtered results?
Search(Filter(AAAAA,CCCCC=Dropdown1_1.SelectedText.Value) ,TextSearchBox1.Text,"BBBB") 😀
Great video Shane. Any tips to get around the item limit on a dropdown or combo box?
No, I haven't really had requirements where they were an issue :(
Love your videos and how on point they are with my problems. One thing I would like to ask. I have a sharepoint list with 10,000 items and a table with a filter that returns one day worth of data or about 20 items. I have a yellow exclamation symbol because there is a sort (of the 20 items filtered) by a field that's an option set which is not delegable (a drop down). Is that ok because the filter is delegable and returns 20 items which then are sorted by a non-delegable field?
Again, thank you for your videos!
SortByColumns(Filter('Daily Activity', EventDate = DatePicker2.SelectedDate), "Priorities")
Double check it, but yes, in my head you should be good.
Ok thanks, i do now understand why, and i know either i've got more work to do ;) but i've got a question about the forms, does it mean it is preferable to use patch function on a sharepoint list wich contains more than 500 or 2000 lines? Because you charge the list on the phone to complain it.
Delegation doesn’t affect writing data. Mostly just filtering data
Thanks for the explanation. So far, not an issue with my smaller SP Lists - but it will be with my next project. If I need to request our company allows either CDS, SQL, Azure, etc.. what would you recommend I ask for that will present the least amount of issues.
CDS is the best datasource 😀
Wonderful video !
One question about the 500 item limit. I use an Excel file as the data source of PowerApps and there are 3 tables in this excel file. Does the 500 item limit refer to the number of items in each table or the the total? thanks
Each table
Thanks for the wonderful video, the PowerApps tell SharePoint to get something example helped me to understand. Looking at the twitter thread and found more videos to watch. Why delegation has to be such rabbit hole! I simply want to countrows/countif to show how many records are in certain database. Is there an easy way to do that?
Nope. Sorry 😐
Hello Shane, what if I want to filter by column which is not blank/empty? Is there a way to workaround !isBlank or !isEmpty ?
Not that is delegable that I can think of.
is there a workaround for contains or in operator or greater than less than operator??
All of the workarounds I use are in this video. Power Apps Search and Filter Function with SharePoint + Workarounds
ruclips.net/video/lYi24okXDPs/видео.html
Thanks for the very informative video. In my case, I am trying to filter out a gallery items on the basis of the label (True/False) associated with it. I want to created another filtered gallery where I can have all the contents of Gallery A having Label “True”. I am able to write formula for this but the issue is my filtered gallery is only showing the items when my original gallery is scrolled down till bottom manually. Can you please help me out?
You can’t use AllItems this way without that exact issue. Maybe replace it with your filter formula.
hi, how do you collect a filtered sharepoint library into powerapps? I want to only collect recently created files by creating a calculated duration column and using Collect(Collection, filter(Library, Duration < 14). I still get a delegation warning, any advise? thanks.
I only want the recent items as the library has more than 2000 items
Interesting. I don't have a quick answer here. What if instead of using hte calculated column you wrote your filter to figure out the items itself? Or maybe a flow that calculate and write the duration to a number column when the item in SharePoint is edited?
Hello Mr.Young.
Not getting into delegation problem.
I am looking for a gallery to display more than 100 records without scrolling to the bottom every time. Is there a way to do that ? Because I got a little less than 200 records :)
Thank you !
Only idea I have is you could collect the 200 items and then show the collection in the gallery. I don't know how to change the 100 item limit directly though.
Thank you for Shane your great video as usual, when ever I ran into a difficulty in powernaps your videos are the first thing which I look for the help and I get my answers in every situation , Here I have one question in continuation to this video, May i know if there is any best way to handle data source with about 10K items without having to use the premium connector. appreciate your response to my query
SharePoint is okay with 10,000 items you just need to be smart about how you present and filter the data. :)
Giant is the name of table, right? And "testVideoCollection" what is?
Hi Shane Young,
I am from Guatemala and I started watching your videos, they are very interesting.
I would like to know if you can help me...
I am creating a data post form in Power Apps for a Sharepoint database.
I have used a combo box where I make the data call in a sharepoint list, in this list I have more than 500 rows and when I show it in the combo box it does not show me everything. It only shows me 500 records.
How can I fix that?
I would like to see in my combo box more than 700 records.
Thank you.
Great video. Have a question, filters child drop-down based on parent drop-down values. Data source is dynamics 365 and function is filter and operator is '='. I got error message like object reference not set to an instance of object. Can you help me on this
You probably aren’t doing Dropdown.selected.columnname
Hi thanks for nice information about delegations. I have one question if we user excel spreadsheet as data source can we filter more than 2000 records in this situation without any loading everything in memory?
Filter doesn’t have issues with delegation usually so should be okay
Hey Shane, what if I want to filter by not empty/blank ? I do have to use !isBlank or !isEmpty, how can I workaround this ?
Not that is delegable that I can think of.
Hi Shane, thanks for your great video's. I don't have delegation issues if I use SQL as a data source but I was wondering if I might run into delegation issues if I change my Power App Connectors to a Data Lake instead of querying SQL tables directly. I was hoping you would have had some experience in using Data Lakes as a data source with Power Apps. Any information you can share would be greatly appreciated. Thanks!
You are going to just have to try it. Every data source is different when it comes to what is and is not delegable. Sorry, no quick answer here.
I need to filter out empty dates in SharePoint list so i need a substitute for IsBlank() and Not() functions,
Filter(
[List Name],
Not(IsBlank(Column Name))
)
ColumName = Blank() is delegable. 😀
HI, great video once again, a question though, when you hit the delegation limit which 500 rows are returned? the last 500 created, the first 500 or just a random 500? if it's the last 500 created I can live with it, if not I've got to fight on!
Go to the 7:30 mark where he answers this: it's the first 500 results.
Thanks Nicole. She is correct. It is the first 500
Hi Shane, I am using SQL server as a data source, the table contains around 4000 records so I created View & restricted the data by adding filter condition inside View. So, If the user added comments in comments box in Power Apps, Can we store the comments data in View based on Click on Save button in Power Apps?
No, you have to write to a SQL table with a primary key, then you could have that table feed the view, but you can't write directly to a view.
I have a NewForm for a sharepoint list item (not a gallery) where I am getting the yellow triangle. There is only one record in the list for testing. The warning directs me to Item: If(IsBlank(SharePointIntegration.Selected) || IsEmpty(SharePointIntegration.Selected),First([@TechnicalReviewRequests]),SharePointIntegration.Selected). Is this a potential problem that will bite me in production? Thanks for all your hard work on these videos.
Nope. That is just some code they did to make the form show data in studio. You can ignore.
Hi Shane ,
I am having an sql backend of 60000 to 80000 records how can i paginate over 2000 records as there is a limit in powerapps gallery with pagination.
Regards,
Bhanu
Power Apps loads the records 100 at a time but in theory should be able to scroll to the end assuming the browser doesn't crash from the load.
I'm looking for a way to get data into PowerApps that is not linked. Does that show a level of misunderstanding about PowerApps? I'm starting to think that there is no such thing as data residing in PowerApps.
You can "import from Excel" to permanently get some data in Power Apps. ruclips.net/video/TiFVQ8UrjDM/видео.html Hopefully that video helps.
Hi Shane, I'm a novice with making apps or with IT in general. You're video's are very useful and with them I can manage my way arround the easy parts of power apps. I want to know about what happens in the function bar. What does al the code mean? What are the commands that are available? When do i use what? Is there some kind of beginners guide to those codes? Thanks a lot!
thanks nice one...can I create a function to filter by ID Greater than and that should be Delegate one ?Filter(MoreThank5KRecords, ID > Value(txtId.Text)) this is not returning item more than 500 limit.
Hmmm I would of that would work but if you are seeing it doesn’t then boo. Check putting a number in place of the value function just to see if that matters
Hi Shane,
What's the best data source to use with power apps, SharePoint lists or SQL database.
Best in the sense performance, efficiency.
Sql works better but requires a premium license. If you don’t have a premium license then SharePoint is the best.
Loved the analogy of power apps being lazy and only able to compute 2000 non delegable records
Thank Kyle. Me too. Just makes it resonate so much better.
Hi Shane. I watched the whole video, thank you very much for the explanation. I wanted help. I need to use the sum function, but it is not delegable, the dreaded triangle appears :( I found several places talking to use the Filter inside the sum, but I didn't understand how. Currently my formula looks like this: Sum (Powerapps_relat_mov_ibc; DT_Etapa.Value = "Decontamination" And Status_temp = "PauseDescont"). How do I use the filter? Thanks
Sum(filter(datasource, chewy=“dog”), age)
@@ShanesCows Thank you Shane. Just one more doubt. The age part, is where will you save? a label for example? I've seen similar formulas, but I couldn't understand what comes after the filter, what do I put there?
Does ForAll(Filter()) work in the similar way to Collect(Filter())?
i.e., Filter() will find ALL the qualifying items and return the first 500 to ForAll()?
so as long as we are sure the Qualifying items are less than 500 we can just ignore the delegation warning?
ForAll( Filter doesn’t cause delegation by itself. Maybe your filter has a delegation challenge? But yes, should work the same as Collect
@@ShanesCows I trying to patch a collection to a SP list all in one click, where I'm doing Filter(SPlist.id=collection.id)
Thanks for the video.
Considering And is not delegable, Is there any way to combine two conditions while filtering and still keep it delegable?
And is delegable
@@ShanesCows Even for sharepoint list?
Cause powerapps keeps giving me error that it is not
Great vid!!
I seen that 'in' cant be used when the data source is SharePoint (delegation waning will appear). Is there any alternatives to this? My function is trying to check if the logged in user email is within a muti-person column in Sharepoint..
LookUp(Staff_List,userEmail in Manager.Email)
I don’t think that is ever going to be delegable 😑 Need to think about a different approach. Maybe store usernames also in a text field?
That's what I ended up doing in the end. For future projects I will make sure to use databases over SharePoint haha. Thanks for the help :)
Hi Shane, Thanks for all of your help. Is it possible to first filter and then search?
Yes Power Apps Search and Filter Function with SharePoint + Workarounds
ruclips.net/video/lYi24okXDPs/видео.html
Thank you so much!!@@ShanesCows
How for datasource SQLServer filter works :
collectionValues IN MyKeyField >> Eg Filter ([dob].[Giant], ("01","04","07" in MyKeyField)
Please help
Not sure
Can you create a search where you might enter into the search something like State, County, zip code (so it would look like this TX, Travis, 78748) and then have the search bring up all companies that are in Texas in Travis County in the 78748 zip code? Does that make sense? By the way your videos are amazing thank you for doing them they have helped me so much, this is my first time using Power Apps and definitely my first time creating an app.
Hi Amy - Give this video a look for some ideas. ruclips.net/video/lYi24okXDPs/видео.html I don't think you are going to do exactly what you want but maybe you can get some ideas of ways to do better. :)
Hi Shane..I have a dataset with nearly 450 columns. Can I use Sharepoint lists to connect to Powerapps in this case?
Maybe but even it lets you it isn't going to go well. That is too many columns. Maybe look at this video for a different consideration. ruclips.net/video/7XXo9wjnJvc/видео.html
@@ShanesCows Thanks Shane...that was helpful
@@ShanesCows Will it be worthy if I use a single table with 450 columns from a Sql database ?
Do we have pagination in powerapps ?
Not a setting you can control but it does get items 100 at a time in most cases, like in a gallery.
Thank you so much Shane. The Company where I'm working on , asked me to develop a full free app therefore I'm using excel as Datasource (it is my Database :-( ) . If I have understand corretly, the Collect sentence, is able to go over 2000 rows. In my app I'm filtering the Database by week to give the user to modify the data in that specific week, in case the filtered week is situated in a row that is more than 2000, can the user modify it?
Collect will not get more than 2000 rows back without some craziness I don't recommend. You can modify items in a collection but that just modifies them in the collection, not the data source. If you want to change the datasource you will need to modify it using a form or Patch for example.
Thank you so much Shane. In reality I saw the possibility to add row over 2000 and because I’m filtering by week it seems that all is working properly. Let me cross my fingers an thank you again 👍🏼👍🏼