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Seeking advice for handling large SharePoint document libraries

  • 1.  Seeking advice for handling large SharePoint document libraries

    Posted 09-13-2018 09:38 AM

    I'm looking for suggestions on how to handle document libraries with more than 5,000 records regarding Dynamics 365 online (v9.0) and SharePoint online.  We haven't reached this limit yet but are very close and will eventually need a long term solution.

    Thank you,


    Robert Chang
    CRM Application Developer
    Cystic Fibrosis Foundation
    Bethesda MD

  • 2.  RE: Seeking advice for handling large SharePoint document libraries

    Posted 09-14-2018 05:58 AM
    Hi, have you thought about simply having another library? If you're using site level content types both libraries can use the same metadata so makes searching across them for content easy

    Robin Marshall
    Dynamics Competency Centre Lead
    Babcock International

  • 3.  RE: Seeking advice for handling large SharePoint document libraries

    Posted 09-14-2018 07:29 AM
    Further to Robin's point, breaking this out into separate Libraries is generally the best approach.  Looking beyond technical limitations, storing 5000+ documents in a Library just does not make sense.  I wrote an article on this topic earlier in the year Better Integration between Dynamics 365 and SharePoint

    Peter Baddeley
    Baddaz Limited

  • 4.  RE: Seeking advice for handling large SharePoint document libraries

    Posted 09-14-2018 10:27 AM
    Hi Bob,

    whether there is a need to care about the 5000+ limitation depends on what you are doing with the files in SharePoint. First of all storing files in a SharePoint library will be a replacement for storing the files in the CRM database. The usual way to access files in the CRM database is to open the parent record (e.g. account) and open the file from within CRM. For this purpose you do not have to care about the 5000+ limitation because a SharePoint library is having a physical limit of 30 million items (folder and files). As far as you are not reaching this limit of 30 millions you will have access to your files from within CRM.

    It will be another use case, when you plan to open the SharePoint library in SharePoint and you are going to search for document in SharePoint (nobody would do such things with the CRM internal file store). Here you would have problems to show lists of files from a SharePoint view when you are exceeding the 5000+ files. But from CRM the files will still be easily accessible.

    As long as you are only accessing your files from CRM you are safe.  But what to do, when you have to access via SharePoint? SharePoint gives you lots of possibilities to structure your documents in order to get easily access. In this case you should discuss your requirements with a SharePoint consultant that has some basic understanding of MSCRM. One possibility could be to partition documents on different Sites / Libraries as described in Peter's excellent Blog Post. However, there are further more possibilities. You may enrich your files with metadata and do some tweaking of SharePoint search. This could give very fast access to desired files using SharePoint search. Additionaly you might use the SharePoint managed metadata functionality and and and. There are so many SharePoint features that may help to structure high amount of files and usually a combinaton of different approaches will fit best to a specific requirement.

    I hope this helps
    Best Regards

    Torsten Harden
    Solution Architect