Tuesday, March 7, 2017

This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator.

“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.”

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And if you are more dig in to it, the error will be occur in your

  • Web Parts
  • Custom Scripts
  • SharePoint Apps
  • CAML Queries

Which is related to that list.

First we have a look why this is happening.

The Live View Threshold is item count which is limited by SharePoint Administrator to process by SharePoint server at a time.

Further elaborating when you are viewing or query (CAML, ODATA, and REST) against the list SharePoint will process the entire set of items to get the required results even though you have mentioned limits or filters unless it is not indexed.

Thus when it is exceeding threshold limit (5000 default) SharePoint will throw that error to you.

 

HOW TO RESOLVE

Increase the List Threshold as a Temporary Fix

The easiest way is Increase the Threshold List View Limit. But this should be temporary and it is not good for server performance.

First you can go to Central Administration and then Manage web Applications

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Then select the web application you need to increase the List View threshold. And go to general settings and Resource Throttling.

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Then you can change the List View Threshold to accommodate the list items limit.

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Recommended Approach to use Indexed Columns

Recommended approach is used to cater this problem using indexed columns. If you use the index column SharePoint does not need to iterate entire list to deliver the results.

Let’s have a look for sample scenario. Assume that you have a list with 6000 items over 5 years’ time and your default view throws that error.

So first you need to increase the List View Threshold to perform operations as I mentioned in the temporary fix.

Then you need to create an Indexed Column.

Most common used scenario is use [Created] SharePoint default column as an Indexed column. But might be differ from your scenario.

 

Create an Index Column

Go to List settings and click on indexed columns

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Click on the Create a new Index Link

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Then choose a column that you need to Index and Create It as an index column.

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Then you can edit the Filter in Default view to show only last year by adding [Today]-365 as an filter expression.

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Then you can change the List Threshold back to 5000. But make sure you are adding [Created] column expression for your CAML queries, REST queries and other queries.

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