List Threshold on Lookup Column

Hi
I have a large list having more than 5000 items (Say 'Main' List). There is a 'Child' list having a lookup column to the 'Main'. And once we try to add/edit items, the form comes up with 'This is a lookup column that displays
data from another list that currently exceeds the List View Threshold defined by the administrator (5000).'
Now I understand we can change this throttle in Central Admin(increase from 5000 to say 50,000) but I would really like not to change that limit (SQL Table locking etc etc.). My simple and probably naive question is how SharePoint architects currently create
solutions with look up functionality? I can probably think of many business reasons even normalized tables having more than 5000 records and if a lookup is required from it, we are really hitting a dead end.
Organizing items in folders does not help as even though it works around threshold limit on views, it doesn't while having a look up (as this queries everything in the parent list) on New/Edit forms.
Please suggest.
Thanks

Thanks for the reply.
Hmm......I am really not comfortable changing the throttling but it would be a good idea to keep it in it's own DB so that locking does not effect any other DBs within the DB Server.
On another note, I am really tempted to say that this really is a limitation on SharePoint as I see it and I would tell why. I could think of many reasons why a table could grow way beyond 5000 records. Examples of some (Structural) information tables:
a) Projects b) Customers c) Vendors/Suppliers etc etc etc
And all the above information could be required in so many different systems and one example is 'Issues'. An issue is related to a specific Project, Customer and this System all this information has to be a lookup from Projects/Customer List. The base lists
(Projects/Customers) could well be over 5000 items in any mid to big size company.
These base lists also could not be divided into different lists ('Projects Parts A', 'Projects Part B' and so on...) as well as the consumption list (in above example 'Issues') has only one lookup to a project and in this lookup we need to have all projects
from 'Projects Part A', 'Projects Part B' etc.
I am all up for re-architecting a solution but in a simple scenario like above, what would be the suggestion(s)?
Thanks

Similar Messages

Access data from from two lists based on lookup columns and insert into another

Hi,
I am new in SharePoint and is stuck in some problem.
I want to insert data in to a list by fetching data from 2 lists.
The scenario is :
List A Columns : EmployeeName, EmployeeID, EmployeeSalary
List B Columns : DepartmentName, EmployeeID, ManagerID
EmployeeID is lookup column
I want to fetch data from these 2 lists and insert data into another list:
List C Columns: EmployeeName, EmployeeSalary, DepartmentName
Can someone please explain me all the possible approaches to do the above task

If ListA and ListB are the lists that you created, it would be better to generate the lists data into one list not seperate lists, as they both represents the property information of one employee.
If they are existing lists, you may have following considerations:
1. if you are a programmer, it would be easier to have a lookup column at ListA, to generate the EmployeeName, EmplyeeSalary, then using ItemAdded event, to generate the DepartmentName column based on EmployeeID column.
2. have a lookup column look at ListA, use workflow, set when item is created, start the workflow automatically, then in the workflow, find ListB related item based on EmployeeID column, to set the DepartmentName column, SharePoint designer workflow
set Item Value activity can do this work, you can research to find more information about how to do this.
Thanks,
Qiao Wei <br/> My blog:http://blog.goobol.com

How to query the sharepoint list with using lookup column

hi,
I have requrement like below
List A
Title                         Postionid(Lookup) PositionDescription
[email protected]             1
xxxx
[email protected]             1
xxx
[email protected]           1
xxx
[email protected]                    2
sss
[email protected]             2
www
List B
Title                         fistname lastname age fathername
[email protected]         x             x             10      y
[email protected]         p            p               12      p
[email protected]               q           q                12
y
here in List A positionid is lookup column i have creating one visual web part i am querying the List A using query string as Positionid in that web part .finally what i want is i need date from list B on basis of corresponding position id here
List A Title and List B title are same i need each candidate info how can i do it
Srinivas

Hello,
Still you have not told that whether Position id is there in listB or not. Anyway if Poistion id is not there in list B then you have to use Title column of listA to gete data from ListB. Look at sample code below. It will first get data from ListA,
and use StringBuilder class to create dynamic CAML query because one Position id is having multiple values in listA.
query.Query = "<Where><Eq><FieldRef Name='Postionid' /><Value Type='Lookup'>1</Value></Eq></Where>";
SPListItemCollection items = list.GetItems(query);
if(items.Count > 0)
foreach(SPListItem item in items)
string strTitle = Convert.Tostring(item["Title"]);
//since listA is having multiple values for Postionid so you have to build a dynamic query here to get data from listB
//Refer link to build dynamic query
SPQuery listB = new SPQuery ();
query.Query = stringbuilder;
SPListItemCollection ListBitems = listB.GetItems(query);
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/2dfe5fd6-e556-4132-a35c-e9f240360307/issue-with-caml-query?forum=sharepointdevelopmentlegacy
http://sharepoint.stackexchange.com/questions/69690/foreach-loop-inside-caml-query
Above links will help you to create dynamic query (in your case you need to use multiple <OR> operator in listB.
Hope it could help
Hemendra:Yesterday is just a memory,Tomorrow we may never see
Please remember to mark the replies as answers if they help and unmark them if they provide no help

How to take list backup with lookup columns data in sharepoint 2010

Hi friends,
I have one issue on "Copy the list in one sitecollection to another sitecollection"
I have one list like "ABC" and with lookup column "Status" this column is looked to anthor list columns
My task is i want to Copy the same list with lookup columns with Data(lookup columns Data) in one site and restored in another site.
Error is Lookup columns Data is not coming.
How to Copied list with lookup columns data to restored in another list?
Badri

i think there is no such method to move the list with lookup column.
couple of things which cause the failure, Number Source list may be not available on the target site collection, Column IDs / List IDs different from Site collection a to B.
I would try to use the backup of site collection and restore it, i am not sure whether it will work not.
i think copy the data from the lookup clomn in the excel, then move the list to different site collection with blank data then copy the data from excel to new list.
check this one for another idea:
http://blog.johnsworkshop.net/moving-lists-with-lookup-columns-inside-your-site-collection/
Please remember to mark your question as answered &Vote helpful,if this solves/helps your problem. ****************************************************************************************** Thanks -WS MCITP(SharePoint 2010, 2013) Blog: http://wscheema.com/blog

Create Site Column and add it to two different list as dependent lookup column

I want to create two lookup lists that will have one common column. The common column values will vary depending on the list.
For ex: List A holds Countries (USA) and their Currency code (USD). List B holds States (New York) and their code (NY). The lists are completely independent of each other. I would like to create a common site column named "Code" of type
Text and use it across these two lists. Is it possible?
My solution so far -
a. created the site column (programmatically) which is pretty straight forward.
b. created list definition with two fields (Title and Code).
c. created list instance for Country list. Added data rows in the elements.xml. But not sure how to add Code field as dependent lookup.
If I remove the code field from the elements.xml, the solution deploys successfully creating the Country list with just the Title field. But I need both the fields. Any help is appreciated.
Here is a look at the elements.xml with data rows for Country list instance
<?xml version="1.0" encoding="utf-8"?>
<Elements xmlns="http://schemas.microsoft.com/sharepoint/">
<ListInstance Title="List Instance" OnQuickLaunch="TRUE" TemplateType="10001" Url="Lists/CountryList" Description="Country Values">
<Data>
<Rows>
<Row>
<Field Name="Title">USA</Field>
<Field Name="Code">USD</Field>
</Row>
<Row>
<Field Name="Title">Japan</Field>
<Field Name="Code">Yen</Field>
</Row>
<Row>
<Field Name="Title">Australia</Field>
<Field Name="Code">AUD</Field>
</Row>
</Rows>
</Data>
</ListInstance>
</Elements>

Hi,
According to your post, my understanding is that you want to add lookup field to the list in elements.xml.
I recoment you to create lookup column as site column, then bind the lookup column to the contnet type, and then use the contnet type in the list.
For more information, you can refer to:
http://spcodes.blogspot.com/2013/02/create-custom-content-type-with-lookup.html
http://social.msdn.microsoft.com/Forums/office/en-US/d5ec08d5-cfa7-4bbb-9459-78d04674ee59/add-a-lookup-column-in-the-schemaxml?forum=sharepointcustomizationlegacy
http://www.justanothertechnologyguy.com/2013/01/how-to-create-and-connect-lookup-fields.html
Best Regards,
Linda Li
Linda Li
TechNet Community Support

Lookup Column Issue - List View Threshold exceeded

We use Sharepoint Foundation 2010 and we have 2 Lists in a site. Those are:
1. Customers List.
2. Sale Invoices List.
Customers List has Title field as Unique & Indexed Column.
Sale Invoices List has a lookup column (i.e., Customer) from the Customers List (Title).
My issue is:
Customers List has just crossed 5000 items. When I try to add a List Item in Sale Invoices List (where I have Lookup Column from Customers List), it throws an error as given below:
Error Message:- This is a lookup column that displays data from another list that currently exceeds the List View Threshold defined by the
administrator (5000). To add items to the current list, please ask the list owner to remove this column.
I have increased temporarily the List View Threshold Limit to 6000 Items. It’s working fine now.
Is there any solution to fix the issue without increasing the List Items Threshold Limit?
Thanks in Advance.

Hi Sri,
If this activity (adding item) is done programmatically, then we can set
SPList.EnableThrottling = false
but this approach is not recommended though.
Please let us know if this fixes your issue.
Thanks,
M.Gubendra Raj

List Views displaying error - when using Lookup column for filtering ( which are indexed )

I'm trying to filter a large list that has more items than the list view threshold. The list has a lookup column that is indexed. If I try to filter by other columns, the view works fine as long as it returns fewer than 5,000 items. However, if
I try to filter by the lookup column, I get the error about not being able to display the items because the list is too large.
The views are returning items which are less than threshold value , but still I am seeing the same issue.I Created some pages and added this filtered views to the pages it is showing below error
This view cannot be displayed because it exceeds the list view threshold ....
IF I navigate the view in the list it's returning zero records with out any error page . But no records.
Is there a known issue with filtering large lists by lookup column? Any other troubleshooting suggestions? Everything I'm doing here is through the web interface.

Thank you for your reply. Yeah it’s default limit. But when I created view based on some filter condition on lookup column it’s not working.
For example:
Created a View based on Lookup column DEPT using filter condition Dept = HR , returned 1400 items
Created another View based on Lookup column DEPT using filter condition Dept=Admin , returned 3600 items
Adding this list view webparts to the page also working fine , displaying the results .
After adding one item to this list , both the views are not displaying any results. Now the count is 5001.(it exceeded the list view threshold)
The page where the list view web parts are added throwing the below error.
This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator.
To view items, try selecting another view or creating a new view. If you do not have sufficient permissions to create views for this list, ask your administrator to modify
the view so that it conforms to the list view threshold.
Learn about
creating views for large lists.
I am experiencing this problem only with lookup columns, Choice and site columns are working fine in this same situation .
Thanks,

When creating a "lookup" column be able to display not only one column from the other list, but additional columns

With the lookup technique, it is possible to select an item from another list and display one column of this item
It is obviously possible to create several lookup columns on the same list and therefore display several columns
There’s a high risk of not selecting the same item and therefore have inconsistent columns
The Requirement therefore consist of being able of displaying several columns of the same item from the other list, based on one unique selection
Example:
In list(x), define lookup column on list (y), column Title (possible today)
Then define a “secondary” lookup column on same list, column Code
The effect would be that when selecting an item from list (X), both Title and Code would show up consistently in 2 different columns of list (Y)
All possible solutions are welcomed

If you are using SharePoint 2010, you can retrieve additional columns when adding a Lookup. If you are using 2007, there is no direct OOTB way, but the following two posts provide potential work-arounds:
https://www.definitivelogic.com/blog/microsoft-sharepoint-2007-pulling-column-data-one-list-another-based-common-list-field
http://stefan-stanev-sharepoint-blog.blogspot.com/2010/11/sharepoint-2007-associated-lookup.html
Dimitri Ayrapetov (MCSE: SharePoint)

Move sharepoint 2010 list to 2013 with lookup columns

Hi all,
Iam planning to move my sharepoint 2010 list to 2013.I done this using save site as template.But the look up columns are showing empty data.Can u please let me know the best solution to do this.
Regards,
Praveen

The reason the lookup column doesn’t work anymore in your SharePoint 2013 list is because Save
Site as Template, preserve all the list settings. Therefore, the lookup column still points to the original list which
was located on your SharePoint 2010 list. The lookup column stores GUID of the web, list, and the field to which it points
and GUID are unique IDs that identifies a list/library/site/feature in a farm.
Using SharePoint Manager you can find the LookupList, LookupWebId and LookupField of
your old SharePoint 2010 lookup column and compare it with your new 2013 lookup column. You will see the difference.
There are two approach to get your values in lookup again.
1(a). Create a new list and update the lookup values.
1(b). Delete the lookup column and create a new lookup column and point it to the new list created in the above point.
2. Update the SchemaXml property
of the lookup column through SharePoint Manager.
I will provide you with a good reference on how to use SharePoint Manager while managing your lookup columns. http://blog.johnsworkshop.net/moving-lists-with-lookup-columns-inside-your-site-collection/
Please remember to click 'Mark as Answer' and Vote as Helpful if the reply answers your query.

How do I limit the view of a date lookup column to = [Today]?

I have a list that has a column that contains various event dates that I use in another list for a lookup column. As this list gets longer over time, I want to restrict the lookup/dropdown list to only reflect dates =>[Today].
How can I do that in SharePoint Foundations 2013?
Thanks!

Hi,
Per my knowledge, the OOB not provide a method to achieve your requirement. We can use jQuery to achieve it.
http://stackoverflow.com/questions/17573893/restricting-range-of-drop-down-lists
Best Regards
Dennis Guo
TechNet Community Support

How to Prevent duplicates on Combination of Lookup columns in sharepoint 2010 using infopath 2010 form.

Hi All,
I have list with some Lookup columns like City, Pin, and Text Column Name. All these are required columns.
Now I want to prevent duplicates while submitting InfoPath form if a Combination of City,Pin & Name. (like a Composite primary in Database is used.)
Can some one help me on how to achieve this using InfoPath 2010 Rules, writing rule in Xpath.
Thanks in Advance.

1. Add a secondary data connection to the list where the form will be submitted.
2. Prior to submit via rules, set the query fields in the above connection: City, Pin & Name with values entered in the form. Query the data source and check if the result has values.
3. Show error messages accordingly if exists else continue with Submit.
This post is my own opinion and does not necessarily reflect the opinion or view of Slalom.

Filtering on lookup columns: wrong behavior with indexed columns!

Hi.
I already posted related problems. As one of my customers get other problems, I come back with my philosophical threads...
So: got a first parent list; a child list referencing parent list using 'X' lookup column.
If I got X indexed: filtering the child list on a value may give me several identical lines if child element has versions...
Other problem: I am not able to filter a view if the field is performed on a lookup linked to a calculated column (no result).
Has someone a solution for these 2 topics?

Hi,
Would you mind providing more details about your first question? I’m not quite clear about how to reproduce the issue in my environment.
For the second question, we can reproduce this issue in a similar way.
It seems that lookup on calculated column will cause some unknown issue and there are no workarounds at this moment.
If there is a real need to filter the Lookup column, maybe we can find other workarounds instead of using Lookup column refer to the Calculated column according to the specific
business requirement.
What’s more, if you have several questions to ask, I suggest you post them into every single
thread to make others easier to focus on one question in one thread.
Best regards
Patrick Liang
TechNet Community Support

Sort lookup column A to Z

Hi,
I have a list with 3 lookup columns to other lists.
When in quick edit, and entering on of the lookup column, when i start to write, the order of the auto complete is not A to Z and it's very hard to find the relevant value. In 2010 it was sorted like that.
Any thoughts?
thanks a lot in advance

Hi,
According to your description, you might want to sort a lookup column alphabetically in “Quick Edit”.
By default, lookup column is sorted by ID in "Quick Edit" in SharePoint 2013.
As a workaround, you can sort the table that appears when clicking the dropdown icon with JQuery.
Here is a similar thread with more details about sort a lookup column alphabetically, you can use it as a reference:
https://social.technet.microsoft.com/Forums/en-US/c0da3277-5bf1-47bf-9af9-8774923cefd6/sort-alphabetically-a-lookup-column-in-quick-edit?forum=sharepointcustomization
Best regards
Patrick Liang
TechNet Community Support

Weird lookup column issue

I have process that I setup to summarize a list in a lookup column in another list and to automatically generate emails based on the lookup column. I noticed that things weren't behaving quite as expected and after some extensive troubleshooting found that
the lookup column is not working as expected all the time. I will try to describe the setup in detail and the problem.
The Setup:
1) I have a list of many items, each of which will be marked with the date it is approved.
2) I have a workflow that runs each time an item is changed and will mark a column as Approved or Not Approved based on whether the date is blank or not.
3) I have another list with two items for Approved and Not Approved that has a lookup column (settings are StatusLookup (count related) in the column section) that sums the number of each of those from the first list.
4) Finally, I have a workflow on the second list that will set a counter and, for every 10 approvals, send an email with updated summary information from the second list.
Some details:
A) The StatusLookup field in the first workflow is the column that has Approved (2nd item in choice list) or Not Approved (1st item in choice list). This is why it is set to 2 or 1 respectively.
B) Initially, I learned that the changing lookup column was not something that could trigger a workflow, and therefore had to insert the step in the first workflow to update an item. This is simply a field called Trigger in the second list.
C) There is also a field called Counter in the second list that is updated with the email workflow. Once an email is sent, the counter is reset to 0.
D) You will see lots of logging going on. This was needed to track down what the issue was. I did get to learn how to pull the workflow history with all this which was nice to find.
The Problem:
I noticed that the Approval summary was not in increments of 10 in each email but was much less. I implemented all the logging and walked through it in the workflow history and discovered that, indeed 10 items were being Approved correctly and the counter was
behaving correctly. The problem was that the Approved count was not incrementing each time. For example I would see the counter go 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 but the Approval count would go 11, 12, 12, 12, 12, 13, 13, 13, 14, 14. So the first email would
show Approved = 10 and the second email would show Approved = 14.
Now, whenever I go visually check the second list it is always correctly displaying the summarized count of Approvals.
So my question boils down to this; does a lookup column, such as I have, refresh in the background consistently or does it require the list to be viewed or refreshed somehow in order to contain the correct count? Would anyone know of a way to get around the
issue I am having?
Thanks.

Hi,
According to your post, my understanding is that the Approved count was not incrementing each time.
You need to change in the workflow on the second list.
If Current Item: Title
equals Approved
                Set
Vairiables: StatusChangeCount to
Current List:Counter
                then Calculate
Vairiables: StatusChangeCount
plus 1 (Output to
Vairiables:NewCount )
If Vairiables:NewCount
is greater than
10
                Email
Francisco Rodriguez
                Then set
Vairiables:NewCount to
1
                Then Update item in
Current Item
Then if the Approved count is greater than 10, the Current Item: Counter will be set to 1 and then calculate the Approved count again.
Here is a similar thread for your reference:
http://social.technet.microsoft.com/Forums/en-US/e2df1963-9c6c-4685-9c20-3b1197a78238/how-delete-old-item-in-a-list-and-insert-a-new-record-instead-with-the-updated-data-in-sharepoint?forum=sharepointcustomizationprevious
Best Regards,
Linda Li
Linda Li
TechNet Community Support

Lookup Column Threshold in List in O365 (Sharepoint 2013)

Hi All - We have a very important list and are hitting the Lookup column threshold of 8. My understanding is that when looking at the whole list in a view that shows all the columns, the 9th lookup operation will fail.
But what happens if there is a view that contains lookup columns 2-9, and not #1. Will #9 show up?
Also, I see the following in the documentation "This does not apply to single item operations" Does this mean that I can
have 20 lookup items which will show when I am looking at an individual item in View or Edit mode?
Thanks!

I believe O365 now has a 10 column lookup threshold, increased from the default 8.
I think regardless of the view, you'll see the issue, except in the case where you're only viewing a single item, as you've noted.
Trevor Seward
Follow or contact me at...
&nbsp&nbsp
This post is my own opinion and does not necessarily reflect the opinion or view of Microsoft, its employees, or other MVPs.

List Threshold on Lookup Column

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