SharePoint is a powerful collaboration platform that allows organizations to easily store, organize, and share information within their teams and departments. One of the key features of SharePoint is its ability to create lists, which are collections of data that can be structured and customized to fit the specific needs of a project or team. However, as the amount of data and users on a SharePoint site grows, the performance and scalability of these lists can become a challenge. In this article, we will explore some techniques for improving the scalability of SharePoint lists.
1. Limit the Number of Columns
One of the main reasons for decreased list performance is having too many columns. Each column in a list creates a separate index, which can slow down the retrieval of data. It is important to carefully consider what information is truly necessary to be included in the list and limit the number of columns to only the essential ones. This will not only improve the performance of the list but also make it easier for users to navigate and maintain.
2. Implement Indexing
Indexing is a feature in SharePoint that helps improve the performance of lists by creating a separate index for frequently used columns. This allows for faster retrieval of data and reduces the load on the server. By default, SharePoint indexes the Title and Modified columns, but additional columns can be indexed to further improve performance. It is recommended to index columns that are frequently used in filters, sorting, or grouping.
3. Use Managed Metadata Columns
Managed Metadata columns are a powerful tool for organizing and categorizing data in SharePoint lists. They allow for a consistent and structured way of tagging items, making it easier to search and filter through large amounts of data. In addition, using Managed Metadata columns can improve the performance of lists, as they are indexed by default.
4. Enable Content Approval
If your list contains a large number of items, enabling content approval can significantly improve performance. When content approval is turned on, items are only visible to users with the necessary permissions, reducing the load on the server. This is especially useful for lists that are used for tracking and managing sensitive information.
5. Enable Versioning
Versioning is another useful feature for improving the scalability of SharePoint lists. When versioning is enabled, a new version of an item is created every time it is edited, allowing for easy tracking of changes and the ability to revert to previous versions if needed. Enabling versioning can also improve performance, as it reduces the load on the server by only displaying the latest version of an item.
6. Use Filters and Views
Filters and views are powerful tools for managing and organizing data in SharePoint lists. By creating views with specific filters, users can easily find and access the information they need without having to scroll through a large list. This not only improves the user experience but also helps improve the performance of the list by reducing the amount of data that needs to be retrieved.
7. Consider Using External Lists
For lists that contain a significant amount of data, it may be beneficial to use External Lists. These are lists that are stored outside of SharePoint, such as in a SQL database, and are connected to SharePoint through an External Content Type. This allows for better performance and scalability, as the data is not stored directly in SharePoint.
In conclusion, SharePoint lists are a powerful tool for managing and organizing data, but as the amount of data and users grows, the performance and scalability of these lists can become a challenge. By following these tips, organizations can improve the scalability of their SharePoint lists and ensure a smooth and efficient collaboration experience for their users.
