Managing Sharepoint 2010 list with more than 5K items
I have a list with more than 30K items and a lot of issues with it. First there is a problem with InfoPath that I am trying to resolve in a separate question. Here I just need to understand how that 5K limit works.
So I have a list with over 30K of items and new ones are added daily. When I go to the list my default view is last 7 days which is usually less than 1000 items. This view is grouped by person so you need to click a name to expand it. It seems to be working OK. The weird thing is that when I use the column filter to show me results for only one name it shows it collapsed with the correct number of items but when I click the name to expand it shows the error:
This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator.
Why??? The original view returns only about 1K items and when I want to filter it even more to about 20 items I get that error? I have 4 columns indexed including person and date modified that I use for filtering here.
Any my sub-question: if I want to keep all items but the ones older than 3 months move automatically to a second list for archiving what functionality of SharePoint I should use for that? What would be the best practice?
So I have a list with over 30K of items and new ones are added daily. When I go to the list my default view is last 7 days which is usually less than 1000 items. This view is grouped by person so you need to click a name to expand it. It seems to be working OK. The weird thing is that when I use the column filter to show me results for only one name it shows it collapsed with the correct number of items but when I click the name to expand it shows the error:
This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator.
Why??? The original view returns only about 1K items and when I want to filter it even more to about 20 items I get that error? I have 4 columns indexed including person and date modified that I use for filtering here.
Any my sub-question: if I want to keep all items but the ones older than 3 months move automatically to a second list for archiving what functionality of SharePoint I should use for that? What would be the best practice?
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ASKER
Let me make sure I understand> Your recommendation is to use a stand-alone database on SQL and access it via BCS?
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ASKER
@abhitrig
I have indexing and filtering. As you can see the view returns less than 1000 items and there are still problems with it. Trying to figure out why.
I have indexing and filtering. As you can see the view returns less than 1000 items and there are still problems with it. Trying to figure out why.
This is interesting... Can you try the following:
1. Create a new view with similar filters ( start from an empty view)
2. For the new view, set the pagination to say, 20
Also to answer your second question:
To move older items to a separate list, you can create a List/Site level workflow
1. Create a new view with similar filters ( start from an empty view)
2. For the new view, set the pagination to say, 20
Also to answer your second question:
To move older items to a separate list, you can create a List/Site level workflow
ASKER
Didnt have time to test it. Will do it next week. Thanks!
ASKER
I don't have time to test it but EE is forcing me to close it. Thanks for your help!
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Microsoft Sharepoint is a software platform and family of software products used for collaboration and web publishing combined. These capabilities include developing web sites, portals, intranets, content management systems, search engines, wikis, blogs, and other tools for business intelligence and collaboration. SharePoint has a Microsoft Office-like interface, and it is closely integrated with the Office suite.
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The short answer is you need a real database, SharePoint is not disigned for this amount of data. It is a flat data structure so that you can navigate quickly. For large amounts of data these design constraints actually work against you.
I would move the data to a SQL table. You can still use InfoPath and SharePoint, just the heavy lifting and storage and access is handled by the database and is what it was designed to do well.