Sure enough, when I checked the view we were using for the Document Sets List View Web Parts, that was the setting. Her suggestion was to make sure the view doesn’t have “Show all items without folders” set to true. She had the answer, and probably saved me hours trying to figure out why this was happening. Luckily, Julie was online and I asked her to take a look. I was starting to think the Document Set was fundamentally broken by design.
Since the List View Web Part is only showing documents for this Document Set, it should only want to show a handful for each Document Set nowhere near 5000.
SHAREPOINT 2013 FOLDER DEFAULT VIEW NOT WORKING CODE
Since I have code running in the page, I wasn’t 100% sure that it wasn’t my fault. We were seeing this horrible messaged in the List View Web Part at the bottom of the Welcome Pages. If you do not have sufficient permissions to create views for this list, ask your administrator to modify the view so that it conforms to the list view threshold. To view items, try selecting another view or creating a new view. This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator. No one – and I mean no one – likes to see this message on a SharePoint page: Maybe I shouldn’t talk about it so loudly near the tenant in case it changes its mind. In any case, it solved my immediate problem. We can add indices to lists and libraries with over 5000 items! If this is indeed the new normal, our lives have indeed gotten a lot easier. I haven’t had a chance to test this elsewhere, but in this tenant I was able to do what previously was impossible.
Miracle of miracles, I was able to add the index without SharePoint batting an eye. Just on the off chance, I went to add the index anyway, even though we were over the 5000 item. I assumed I’d need to shuffle some content out to add the index.
Unfortunately, ParentID wasn’t indexed, so we were getting 500 errors back from our REST calls. (The Document Sets connect together in pathways of experiments, and we store the ParentID for each item’s parent Document Set.) The REST call would only retrieve one item from the library, since there was a filter: "&$filter=ParentID eq " + ID, In our Document Set instances, we were getting some errors where we were making REST calls to retrieve items related to the current one. Off to Sharegate to move some content out, fix the indices,then Sharegate the content back in. When you tried to do so, you’d get an error telling you that you had more than 5000 items, so you couldn’t add an index. Once you cross the 5000 item limit and actually NEED indices on some of your columns, you haven’t been able to create them. This has historically been a HUGE problem. Adjusting the Indices While Over 5000 Items The ever wonderful and talented Julie Turner ( came to my rescue on some of it, as you’ll see. Here are summaries of the issues and how we fixed them. Even though we never expected to, we recently went over the 5000 item limit in the Document Library – 5099 is the current count. Recently, a couple of things stopped working the way they should. It’s been over two years using this system, and we’ve done a bunch of development on top that we couldn’t have predicted originally. Even so, I added some indices to hedge against it, but clearly not enough indices. At the time, 5000 seemed like a huge and distant number. When we first built one of the main libraries using Document Sets as the basis (with 14 different Content Type variants inheriting from Document Set and each other), we talked about how many items would ever be in the library. It’s a really cool project, and I often wish I could show more of what we’re doing. It’s a life sciences R&D operation, and we’re tracking most of their significant research data in Document Sets, among other mechanisms. Today’s episode comes courtesy of one of my clients where we’re using Document Sets to the max in SharePoint Online. (See my comment about not breaking anything – that’s key if the “modern” version is to get any use.) While on the one hand it’s great that Microsoft hasn’t given them any love for a long time (they haven’t broken anything), it will be great when they eventually get the “modern” sheen. We can even push specific metadata from the Document Set level down into the documents within it. That means we an add images, other Web Parts, script (using a CEWP or SEWP), whatever we need in order to make the Document Set sing for our users. We have a canvas available to us in the form of the Welcome page, which is a Web Part Page we can customize to our heart’s content. With Document Sets, we essentially get folders on steroids.
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