Doc Libraries in SharePoint O365

I'm struggling with overcoming the 5000 document limit on libraries for SharePoint O365.

We're using the Document Center flavor of SharePoint and had thought that we could configure it to support greater than 5,000 documents (if we used indexes on key metadata fields) to 20,000 (or ideally even more) documents per library.

It doesn't seem that's the case.  There's a note with the articles we've found where SharePoint OnLine doesn't support doing this (whereas all non-MS hosted SparePoint versions do).

Is this a limit we can't adjust to 20,000 with SharePoint O365 or are we just missing on where we can modify it?
LVL 1
Gene KlamerusTechnical ArchitectAsked:
Who is Participating?

[Product update] Infrastructure Analysis Tool is now available with Business Accounts.Learn More

x
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

Adam BrownSr Solutions ArchitectCommented:
https://sharepointmaven.com/how-to-overcome-sharepoint-5000-item-limit-threshold/ and https://support.office.com/en-us/article/manage-large-lists-and-libraries-in-sharepoint-b8588dae-9387-48c2-9248-c24122f07c59 covers this in greater detail, but basically, the 5000 item limit is a *display* limit caused by some limitations in the SQL backend for SharePoint. Both links cover some strategies to get around that limit, but you can actually *store* over 30 million items per library.
0
Gene KlamerusTechnical ArchitectAuthor Commented:
Well, I actually have 41,000 in the library so I know it's a display/GUI limit.

The problem is I can't live within it.  Even though I will be breaking up the library in the future I will have some document type counts of around 10,000+.  I don't want to create artificial folders within the libraries that will make it hard for our end-users to find what they need.

It's a list view issue and not really a SQL issue either (from what I would expect).  I have systems with SQL server that are running on tiny hosts with hundreds of millions of records.  Even excel can handle more than SharePoint seems able to.

I have lots of metadata fields on these documents.  They are coming from another system where metadata (and search) was the primary mechanism for finding content.  I want to use filtering of these to help our users find what they need.  I haven't gotten to adding that yet, but if the library is going to default with stating your out of luck (even with filters) then I don't see it helping.  If I put those in now will it make this error message in the list view go away?

BTW I've seen these other articles already and they don't seem to provide an answer to that last question.  They just mention folders and indexes/filters as remediation.
0
Jamie McAllister MVPSharePoint ConsultantCommented:
You can't change the threshold in hosted SharePoint it's true.

I wouldn't recommend folders either. (They cause other issues so I only tend to use them for segmenting permissions within a library in the rare cases that is necessary).

You're stuck with indexing relevent columns and having views that display different parts of the dataset. Plus ensure you have a default view well under the threshold or you have lots of users telling you it's broken all the time.

The trick with view filters is that the first filter term has to be an indexed column and must be sufficient to bring the result set under the threshold by itself (then extra filters may act too, but the first is the most important).

Aside from this moving content into other libraries or surfacing content via Search is the way to play it.

Not good news I know. All SharePoint folks have been suffering under this particular yoke for a long time.
1

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
Gene KlamerusTechnical ArchitectAuthor Commented:
Yes, it's a truly frustrating limitation given that really 5000 documents just isn't that many and we're not talking about any document-ish problems with these views.  It's just paging back-n-forth on a list.  Even relatively low end tools on low performance environments (such as Excel on old desktops) were able to handle tens of thousands since the start.

I'm not following how views get used in this situation.  I had actually planned on adding indexes to start and then adding metadata-based navigation (based on watching YouTube videos) and I don't recall seeing any views as part of that.
0
Gene KlamerusTechnical ArchitectAuthor Commented:
BTW, I don't want folders, but it may get me over this "hump".  We're replacing a very old Documentum solution and the exercise of bringing content across is helping us discover data we need to scrub, identifying different document types we want to define (to have document type specific atrributes and views of those) and so the folders was a thought on how to get everything moved and then subsequently manipulate.
0
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Microsoft SharePoint

From novice to tech pro — start learning today.