Forum Discussion
Problems searching Metadata
MicrosoftLuke...moving to a no folder structure is not only advised but recommended to take advantage of the metadata in the libraries. The 5000 list item "view" limit is just that, how many items will be returned in the default view. The library can hold millions of documents and you can surface them through SharePoint search, just be sure to se the default view filters to return less than 5K documents. Try using the created date of today or something that is meaningful for the library.
If you do need to use folders, generally for security isolation, then in the advanced settings for the library you can choose the show without folders option. Even though there are folders then you can remove them from the display. Keeping in mind that the 5000 list item view threshold will still be enforced.
Hi Steve,
Thanks for replying. How is it possible to have a flat folder structure with more than 5000 documents in where you are able to see some files? Then I can search via the Metadata? Or does this mean that any view that has over 5000 cannot be used and therefore I would need to implement several views that will come under 5000?
Thanks
- spucelik
Luke...couple things to consider:
- A folder is simply an item in a list/library. Best practice is to use it for security (one level only) and NOT for organizing documents...hence metadata.
- Metadata definitely replaces a folder structure for organization and search.
With that when you create a new view in a library, in the "Folders" section you can "Show all items without folders" view. (See screen shot) This will present all the documents buried in folders, without showing the folders, while honoring security settings that may be on a folder.
You'll still need to apply a filter to the view that will limit the results to under 5K. Knowing you're library and metadata helps determine what filter to apply to limit the results. Generally a safe piece of metadata you can use is the "Created" = [Today]. Hopefully people aren't creating 5K documents a day.
Thanks for your replies Steve,
I have 1 question on the view and search structure:
Does this differ in any way when using a Modern Media Library?
Thanks
- spucelik
Luke...do you mean the Site Assets library? Generally if the list/library has the ability to create views, which they all do, then they are subject to the 5K list view threshold.
