5000 document limit

Good morning all,

I am looking to get a bit of feedback from people who have hit the recommened limit of 500 docs per library.

We have encountered this in many of your business areas now and obviously things stop functioning. If you have hit 5000 what solutions have you used/come up with to enable the functionality to continue?

Thank you in advance for any offer you are able to give

May 20th, 2015 10:57am

There isn't a 5,000 document limit for storing documents in a library.  There is a 5,000 document limit for retrieving documents in a view.  Microsoft has tested libraries for storage in excess of 4,000,000 documents.  The simplest fix is to place documents in root level folders.  Then you can have up to 2,000 documents in each folder and up to 2,000 folders in the root of the library.
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May 20th, 2015 11:45am

As suggested by Paul, you can organize your library using folders and also setup a default view which is filtered and returns less that 5000 items every time. You can also index some columns and filter based on index columns
May 20th, 2015 8:21pm

Apologies, I didn't explain this part properly - it was the view I was referring to.

Could you explain your suggestion a little further for me? We as a business do not want to use nested folders so only one tier of folders in each library.

However, this could result in having 500 folders.

Folder 1 - contains 1500 docs

Folder 2 - contains 1500 docs

Folder 3 - contains 1500 docs

Folder 4 - contains 1500 docs

Folder 5 - contains 1500 docs

etc...

How would the view and search work? if you wanted a business case so searched on that metadata as there is one doc in each of the 500 folders - who would you bring back all of them? Would the search not just crash when it is searching Folder 4 as it has exceeded the 5000 search/view limit?

Apologies if not making any sense (Still new to this)

Thanks

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May 29th, 2015 4:07am

Not sure how this would work? As surely it will still only search the most recent 5000 documents? and wouldn't delve any deeper?
May 29th, 2015 4:08am

Geouk,

The limit is on the views, not how many files the view needs to filter on or search through.  One thing you can do is to enable the Content Organizer to automatically create folders when a certain number of files are reached (Site Settings --> Content Organizer Settings --> Folder Partitioning).  You will never need to create folders because SP will manage this behind the scenes.  To me, if a view has over 5,000 items then it is not useful anyway.  You may want to break your views into more manageable pieces.


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May 29th, 2015 8:26am

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