Join Gini von Courter for an in-depth discussion in this video Troubleshoot a blocked list in SharePoint Online, part of SharePoint 2016: Managing Large Lists.
- [Narrator] Here's our last view of the Contributions list. Notification that we are over the list view threshold. Now, we got here all at one time, we imported 7,000 records from an Excel spreadsheet. If we had been adding items a few at a time, we would have received notification when we hit 3,000, so that we could start planning and doing something different. But in the case where either you're not paying attention to those notifications, or you have a massive number of records come in at a time that puts you over a limit, there are some strategies that we can immediately employ.
Let's drill down into this sentence, tasks that cause excessive server load, such as those involving all list items, are currently prohibited. So, what actions are blocked right now? First, we can't modify permissions, and this is significant only if you need some help, if there's somebody else who says, "Oh, I can go take care of things. Just give me permissions to the list." If they don't have permissions, you can't give them permissions.
You can't filter and sort on columns that are not indexed. If I have an indexed column, I can filter and sort on it, but all of those other columns that I imported, I can't sort or filter on them. If we go back to our Contributions list, this looks good, but notice, can't show the value of the filter. I can't even click the down arrow to be able to filter.
I can't delete a list. Now, I can depending on its size, but the basic operation of deleting a list is currently prohibited. I can't show totals in a view. I can't save it as a template and include the data. In other words, it would let me import 7,000 records, but if I try to save this list as a template so I can at least keep the structure, and I also want to keep the data, I won't be allowed to do that. I can't change the settings for columns, with the exception of name.
I can change a column name, but I can't change anything else about it. I can't create a lookup column that enforces a relationship or referential integrity. If I want a lookup column that requires that the values that I select already be in another field, like department names for example, or locations, I can't do that. And I can't copy or rename a folder. All of these operations are operations that go through every record in the list, and that's why they're a problem.
Now, what can I do then? Two very important things. First, if I have up to 20,000 items in the list, but not more than 20,000, I can create an index, and that's pretty cool, because an index will give me a way out of some of this. Up to 100,000 items, I have the ability to delete a list or delete a folder. You might wonder why we're being blocked from performing some basic functions in the list.
And the reason is that our list needs some additional layers of management. It needs some indexes, it needs some views created that rely on indexes, and to the extent to which we don't manage that, that we have a large list and we're not taking care of it, we're going to affect not only the performance for our users, but we are going to have an impact on other users who aren't even using this list.
We're slowing down the server. We're being blocked not by accident, but by design. Remember, this isn't a boundary. This is a threshold. Therefore once we put some strategies in place, and take some action, we'll be able to work with this list without losing any records. We'll be able to add more records to our Contributions list. Join me in the next movie and we're going to take advantage of one of the two actions that we have available.
We're going to create an index.
- Managing large lists and libraries
- Importing Excel data
- Using indexes and folders
- Creating a filtered view
- Using item limits and groups
- Creating an Access web app