SPUnite17 Large Lists in SharePoint
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While SharePoint lists can contain up to 30 million items, lists with more than 20,000 items require special handling to avoid performance issues. Predictive indexing can help optimize large lists by automatically creating indexes for common queries. When lists grow too large, options include moving items to folders with fewer than 5,000 items each, using metadata navigation to return subsets of results, or employing third party tools. Proper planning is key to successfully managing large SharePoint lists.
SPUnite17 Large Lists in SharePoint
- 2. SharePoint & Large lists Albert-Jan Schot @appieschot
- 3. SharePoint lists & libraries “You can store up to 30 million items or documents in a SharePoint list or library.”
- 4. List View Threshold 1. A view returns a total of more than 5,000 items or 2. Evaluate more than 5,000 items to determine if they match • Items in the recycle bin count towards your List View Threshold • Items are grouped per folder unless you specify otherwise • Sorting a view re-evaluates the items by executing a query
- 5. Announcements at Ignite 2017 A single list can contain up to 30 million items. The modern lists and libraries user experience is ready for the largest enterprise content collaboration scenarios. The modern UI has been tuned to take better advantage of indices to handle user queries.
- 6. Predictive Indexing Feature Capability Availability Synchronous indexing Lists of size 2,500 – 19,999 items Create indices on demand, when they’re needed Create indices for ad-hoc user sorts inside lists NOW! Create indices for filtered and sorted columns inside views, when views are created or saved NOW! Create indices for more ad-hoc actions: filters, API calls, Group Bys, etc. Evaluating for CY2018 Priority based on usage data, feedback Background Indexing Lists of size 2,500 – 19,999 items Go through and create indices for old views that were created a long time ago Create indices for filtered and sorted columns inside views NOW! Predictive indexing for very large lists of size 20,000+ items All of the above capabilities continue to work when lists become very large Evaluating for CY2018 Priority based on usage data, feedback
- 7. Robust User Experience Feature Current Availability Evaluating for CY2018 Smart Sorts Queries that specify a sort, but no filter, can take advantage of indices. Paging feature works when your sort is specified on one of these field types: • Single line of text • Multiple lines of text • Date/Time • Single value choice • Multi-value choice • Number • Currency Paging feature works when your sort is specified on one of these field types: • Person • Lookup • Managed Metadata Users Don’t Get Throttled Users can page through items along the specified sort order, when that query would normally be throttled. Requires a sort on a supported indexed field
- 8. Ignite 2017 takeaways 1. While SharePoint Lists and Libraries can support up to 30M items you should do up-front planning. 2. Predictive indexing works in classic, but smart sort is modern-only 3. Let predictive indexing work for you • Set up your indexes before migrating your whole list if you have more than 20K items • Set up views (or indices) to mirror API calls that will be made
- 9. Options when hitting the List View Threshold 1. Move documents into folders 2. Column indexing 3. Metadata Navigation 4. Content Organizer 5. 3th Party Solutions or Custom Development
- 10. Documents into Folders 1. Folder versus Metadata 2. Move items to a folder and create a structure where there no more than 5000 documents in a folder 3. Document sets are a folder
- 11. Column Indexing 1. Maximum of 20 indexes per list, and not all columns can be indexed ▪ Not supported: Multiple lines of text, Choice (multi-valued), Calculated, Hyperlink or Picture, Custom Columns, Person or Group (multi-valued), External data 2. Only used by the first filter 3. Cannot be created once a list is + 20.000 items 4. ID & Name are indexed by default, any column set to be unique is indexed as well.
- 12. Metadata Navigation 1. Compound Indexes: Combine filters on indexed columns instead of one 2. Fall back to return a subset of less than 5000 instead of ‘error’ 3. Requires configuration on the list, and should be turned on before hitting the +5000 items.
- 13. Content Organizer 1. Move documents in folders for you, based on rules 2. Manage folder size, thus making sure no more than 2500 items will be put in a folder
- 14. How to deal with large lists 1. Plan large lists before being confronted 2. Consider alternatives like 3th party apps or search 3. Just because you can doesn’t mean you should 4. Provide feedback https://sharepoint.uservoice.com