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ShareCloud's avatar
ShareCloud
Brass Contributor
Sep 22, 2023

SP List issue: For some users not all listitems are visible in SP list

Problem: for some users not all listitems on SP list are visible.

Scenario: user A creates a new listitem, user B opens up the same list but does not see this new listitem.

After clearing browser cache for user B, new listitem becomes visible.

List and listitems does NOT have special permissions set.

 

Some observations of this problem:

* listitems become visible after clearing browser cache, but then after a day are not visible again.

* mainly users that are actively working with this list and listitems have this problem. When admin account opens the list, all listitems are visible

* problem is more related to larger lists 5000+ listitems in list

* problem occurs on multiple sites with multiple lists

* users are mostly using Edge browser (as this is set default by company policy)

Have anyone experienced something similar?
Have anyone any ideas how to resolve it or what could cause such behaviour?

Lists
Microsoft Lists
SharePoint Online
  • NikolinoDE's avatar
    NikolinoDE
    Gold Contributor
    Sep 23, 2023

    ShareCloud 

    The issue you are encountering in SharePoint Online, where some users do not see all list items even though there are no specific permissions set, can be due to several factors. Here are some potential causes and solutions:

    1. List View Threshold Limit: In SharePoint Online, there is a list view threshold limit that restricts the number of items that can be displayed in a list view. By default, this limit is set to 5,000 items. When this limit is exceeded, some items may not be visible in the standard list view, and users may experience inconsistent results. To resolve this, consider the following options:
      • Use indexed columns: Indexing certain columns can help improve the performance of large lists and may allow users to see all items. SharePoint will use the indexed columns to filter and display data more efficiently.
      • Create filtered views: Create views that filter the list items based on specific criteria to ensure that users can access relevant items without hitting the threshold limit.
    2. List Caching: SharePoint Online, like many web applications, uses caching to improve performance. Sometimes, cached data may not reflect the most recent changes. Clearing the browser cache, as you mentioned, can temporarily resolve this issue.

    To mitigate this, you can try:

      • Encourage users to perform a hard refresh (Ctrl + F5) when they encounter this issue instead of clearing the entire browser cache.
    1. Browser Compatibility: Different browsers may handle caching and rendering of SharePoint content differently. While Edge is generally compatible with SharePoint, there could be specific issues or configurations causing this problem. Ensure that Edge is up-to-date and consider trying another browser to see if the issue persists.
    2. Permissions: While you mentioned that there are no special permissions set, ensure that there are no unique item-level permissions on the list items themselves, as this can lead to visibility issues.
    3. List View Threshold Exception Handling: In some cases, SharePoint might automatically create a "View" with a filter to ensure it does not exceed the list view threshold. Users might be redirected to this filtered view, which could explain why they do not see all items. Check if such filtered views exist and are affecting the visibility of items.
    4. Large List Performance Optimization: If you have lists with thousands of items, consider implementing best practices for large list performance optimization. This may involve using metadata, folders, and archiving old data to keep lists within performance limits.
    5. SharePoint Online Limits: Be aware of SharePoint Online's limitations and consider redesigning your information architecture to accommodate these limitations if needed.

     

    My knowledge of this topic is limited, but since no one has answered it for at least one day or more, I entered your question in various AI. The text and the steps are the result of various AI's put together.

     

    My answers are voluntary and without guarantee!

     

    Hope this will help you.

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