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I am here to get your advise and opinion. As well as the Pro's and Con's for each option you suggest.

A custom list within SharePoint allows you to create a list whereby you can generate / design a form to collect certain data. The custom list also allows you to enable the Content Type which means you can create different forms by sharing the same column names.

For example: I got 5 paper forms (Absence Request, Holiday Request etc.) which I like to implement into SharePoint to safe paper but as well as have a better process / structure.

Here we have 2 options:

1) either we create 5 different custom lists
2) or we enable content type and create 5 different types within 1 custom list.



What is the catch / problem?!

I am still a newbie with SP and still learn new stuff as going along :) and I came across an article about the 5.000 limit threshold in SharePoint!

What is your opinion about such implementation: should I stick one custom list per form (individually) or rather have all forms within ONE custom list.?!

Will this cause any issues in the future ?! I am in planning things ahead and don't want to regret this after a while.

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2 Answers 2

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I say it all usually comes down to permissions. If you think that the content types will have different permissions from another content type, you'd be well advised to separate them out into different libraries. Also I'd separate them out if the columns are vastly different.

If they are all the same permissions and mostly the same columns, I'd say keep one library and different content types. Note that in order to filter them in/out with a view is relatively easy.

Another idea is, what about making the "content type" just a column, such as "Reason for Leave" and having values such as Vacation, Sick, Bereavement, etc.

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  • Hello Mike, the purpose of the forms are so staff members can raise (make requests) online and then it goes through approval process. Indeed, each user cannot see everybody's requests but their own - however, managers or even HR Personnel will then be able to see "all" their staff members requests. hmmm maybe this be a better idea to seepage them??
    – Bucki
    Dec 18, 2017 at 16:47
  • as per the values (I call them columns) they will be a lot of used across the content types, such as 'Name' , 'department' or 'username' etc.
    – Bucki
    Dec 18, 2017 at 16:48
  • important question is; how about the 5000 threshold limit ? will this not be an issue in such case.... ?!
    – Bucki
    Dec 18, 2017 at 16:49
  • 5000 item limit can be easily rectified by indexing columns and creating filtered views from them.
    – Mike
    Dec 18, 2017 at 17:17
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    Add index column: support.office.com/en-us/article/… then create a view: support.office.com/en-us/article/…
    – Mike
    Dec 18, 2017 at 17:25
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It is better to create 5 different custom lists.

Because there is a 5000 List view threshold specifies the maximum number of list or library items that a database operation, such as a query, can process at the same time outside the daily time window set by the administrator during which queries are unrestricted.

Software boundaries and limits for SharePoint 2013:

https://technet.microsoft.com/en-us/library/mt493258(v=office.16).aspx

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