When building apps with Power Apps, many users like me who don’t have premium licenses choose SharePoint as a data source. However, selecting between a SharePoint folder (document library) and a SharePoint list can significantly impact performance and functionality. This post explores the key differences and limitations when using a SharePoint folder compared to a SharePoint list in Power Apps.
1. Delegation Limits
Power Apps supports delegation for SharePoint lists, allowing queries to be processed on the backend rather than locally on the device. However, SharePoint folders (document libraries) do not support delegation, meaning:
- Power Apps retrieves only a limited number of files (default: 500, max: 2,000).
- Queries on large document libraries can lead to performance issues.
If you need to work with thousands of records, a SharePoint list is the better choice.
2. Filtering & Sorting
- In SharePoint lists, filtering and sorting are handled on the backend, making them efficient.
- In SharePoint folders, Power Apps processes filtering and sorting client-side, which slows down performance if the library contains many files.
3. No Patch() Support
The Patch() function in Power Apps allows direct updates to SharePoint lists, making it easy to modify data without additional automation. Unfortunately, SharePoint folders do not support Patch(), meaning:
- You cannot update metadata (e.g., file status, category) directly from Power Apps.
- Workarounds require Power Automate to handle updates via flows.
4. Limited File Handling
Power Apps can list files from a SharePoint folder but has no built-in file management capabilities. You cannot:
- Move files between folders.
- Rename or delete files within Power Apps.
Instead, you need Power Automate for these actions.
5. Performance Issues with Large Libraries
SharePoint has a list view threshold of 5,000 items, affecting document libraries with thousands of files. While SharePoint lists allow indexed columns and views to optimize performance, document libraries often require workarounds, such as filtering by folders or using indexed metadata columns.
6. Metadata Handling
- SharePoint lists have structured columns, relationships, and lookups, making data manipulation easier.
- SharePoint folders store metadata, but accessing and modifying it from Power Apps requires additional effort.
When to Use SharePoint Lists vs. Folders in Power Apps
| Feature | SharePoint List | SharePoint Folder (Document Library) |
|---|---|---|
| Delegation | ✅ Yes | ❌ No |
| Filtering & Sorting | ✅ Efficient | ❌ Slower (Client-side) |
Supports Patch() |
✅ Yes | ❌ No |
| File Management | ❌ No files, only data | ❌ Limited (No move/rename/delete) |
| Large Data Support | ✅ Optimized with indexes | ❌ Performance issues with >5,000 files |
| Metadata Handling | ✅ Structured & easy to update | ❌ Requires Power Automate for updates |
Final Thoughts
If your Power Apps solution requires structured data, complex filtering, and efficient data management, a SharePoint list is the best choice. However, if you need to work with files, be prepared for limitations in filtering, sorting, and metadata updates when using a SharePoint folder.
For advanced file handling, consider integrating Power Automate to manage document library operations while using Power Apps for display and interaction.