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I have a modern MS List that recently hit over 5,000 items. In anticipation of hitting this threshold, I had created several alternate views knowing the default All Items view would not work once 5,000 items was exceeded.

The list is very simple, with only three "real" data columns that we use to track incoming emails -- it has a From, Title, and Received column (which is an indexed column).

I found a solution to only display items received for the current month and it was working great all of October, right up until we hit 5,000 items. Now, it returns a blank list. Strangely, the two other views I created for Last 30 Days and Last 7 Days do still return results. Note: the current running tally for October's items is only 825 items.

For my Current Month view, I created two calculated columns:

StartOfMonth: with the formula: =DATE(YEAR(Received),MONTH(Received),1) returning a Date Only result

EndOfMonth: with the formula: =DATE(YEAR(Received),MONTH(Received)+1,1)-1 which also returns a Date Only result.

The filters for Current Month are:

Show the items when column

StartOfMonth

is less than or equal to

[Today]

AND

When column

EndOfMonth

is greater than or equal to

[Today]

As I said, this filter/view for Current Month was working perfectly until the list hit 5,000 items.

I do note that the Last 30 Days view starts with using the Received (indexed) column where I have

Show the items when column Received (indexed) is greater than or equal to [Today]-30

So I'm wondering if what I'm using for Current Month view isn't working because I'm not filtering based on an indexed column?

Does anyone have any insights on how to remedy this issue?

1 Answer 1

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I ended up adding a simple status column and have new entries set to Active. Then a nightly flow runs to set those items over 40 days old to archive. Not ideal, but it works for this scenario.

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