SharePoint lists have a default limit of 5,000 items per view. But lists can contain 30 million items (just not all available in one view). Since you’re reading this, perhaps you’ve already learned this from an error message such as:
The 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.
First of all, when in doubt, refer to the documentation provided by Microsoft. Read it carefully to understand limitations in your specific environment, explanations of various actions and rules and the permissions required to correct the issue.
Here’s my summarized version:
If you’ve seen a similar notification, I empathize with your pain. I don’t know that there is one solution to this problem, either, so I’m going to share a number of them we’ve used and hope that one (or all) of them will help you.
Basically a file is added through file explorer (a cloud library in OneDrive or SharePoint being synced locally to your computer) but then after a moment a notification appears which says “You now have two copies of a file; we couldn’t merge the changes in [filename]” and then the filename is appended with your computer name again and again until eventually the filename is too long and is harder to delete. Let’s not get to that point.
SharePoint Designer 2013 workflows verify workflow email recipients are part of your organization, while SPD 2010 workflows do not.
If you’ve found this post by search, you’ve likely already gone into the workflow settings for a particular list or document library item and have clicked the info icon () next to “Internal status” and found that your workflow is “in progress”, but has an error: “Access Denied. You do not have permission to perform this action or access this resource.” Peering into the bulk of the message, you see a helpful tidbit that includes sp.utilities.utility.SendEmail. This could be from a number of causes, but here are the summaries of three possible solutions. Note that the first solution is still required even if you try B or C below. I’ve only included the second and third solutions as additional possibilities if the first doesn’t solve your problem.
A common question, before we begin, is what level of permissions any individual needs to be able to send an email or start a workflow generally. It doesn’t matter so much if you’re using Impersonation or App Steps, but the quick answer is a minimum of Contribute level permissions is good.
Lookup columns aren’t friendly to a lot of things. Power BI reports, calculated columns, creating new items via workflow when both lists have lookup columns, if/then statements, etc. Especially when your lookup column is looking up to a list from another site, not the same subsite in which you’re working.
A previous scenario required that I create a new item in a different site’s list when conditions were met in the origin site’s list item. Both lists used the same lookup column, and I received the “lookup is in another web” error when trying to do a direct copy via workflow, from lookup column to lookup column. The solution ended up being creating a new item in a temporary, lookup-free list that received the lookup values just as text. Then SharePoint Designer copied those over to the final list, which received the text and happily converted it back to the appropriate lookup values. See the full solution here.
This post will focus on the same error message, but this time is triggered by a SharePoint Designer workflow in a different scenario where we just want to convert our lookup values to text so we can use them for various purposes.
To save you time, I also tried (and failed) at these potential solutions before finding success:
- Setting workflow variables to the lookup values and trying to set the variables to text values, or use the variables in my if/then statements to create new text values (this defeats the purpose of using lookup columns, of course)
- Using a number of combinations of Microsoft Flow and SharePoint Designer to get the data from the lookup column extracted then “pasted” back in as text
So let’s get to the solution. Feel free to comment with your scenario specifics – I’ve had a lot of experience with this error, and would be happy to help.
This post covers one solution in which a 2010 SharePoint Designer workflow errors out due to invalid e-mail addresses.
Perhaps you, like me, built an exciting Microsoft Flow workflow and let it go into the wild without much additional thought. But at some point, you drop a lookup column into the mix and your Flow stops working. It tells you the field is not supported in query, even if that specific field isn’t being utilized in the Flow. I believe this has something to do with REST, but we won’t dwell on the cause – let’s get to the workaround.
The scenario I’ll be using is my cross-site publishing alternative using Microsoft Flow where I’m basically copying data from list items in one site collection to create new list items in a different site collection. This is helpful when someone does some sort of data entry once, and other people are then entering much of the exact same data. This copies all of the overlapping data to a new list item for the second site collection to reduce duplication of work.
It sounds simple but with a lookup column in the destination list we get the error. For this I’ll be using SharePoint Designer and Microsoft Flow (of course) in combination, though you could certainly try it all in Microsoft Flow. I just find parts of the process simpler in SPD. And while your origin data may be different (MailChimp, Twitter, etc.), and your exact scenario may differ, this workaround should still have value in concept.
I recently ran into the following error message in Microsoft Flow that was triggered by a SharePoint – modified list item flow: “The query to field ‘/fieldname/LinkTitleNoMenu’ is not valid.” You’ll see this message in some cases when lookup columns are being utilized on the lists you’re referencing in Microsoft Flow.
This error was caused, at least for me, as a result of setting my “destination” list’s lookup column setting to display as Title (linked to item) instead of just Title. The following details the steps involved in fixing it.
When working in Office 365 or SharePoint and you open a document for editing, you get two choices. Edit in Word (or Excel) or Edit in Browser. Editing in browser is typically a safe route but it doesn’t give you full functionality like the clients will.
The issue I’m discussing here is when a user tries to edit a document from SharePoint using the client (not Edit in Browser) the client opens to a blank, gray background (no document) or doesn’t open at all. This is likely an account conflict in syncing or accessing.
In other cases, the document may open, but as read-only. If that’s the case, it’s likely permissions-related. You might first check the user’s specific permissions in SharePoint. Sometimes because of broken (not inherited) permissions, or partial access to a site, users are able to edit in browser, but not in the client. If this is your situation, it could well be the cause.
Hopefully this is a simple fix for you, but as it’s become clear to me a number of times with this issue it can be quite complicated. I have a couple fixes, though the second is less ideal. If anyone else has run into this and would like to offer their experience, please do so in the comments.
Here’s how to quickly correct the issue behind the server error: version of SharePoint Designer