Friday, December 10, 2010

InfoPath drop-down not displaying all items in the SP list

One of our clients recently had one of our SharePoint solutions go into their live environment.  So you can understand my shock when the client contacts me to say that a drop-down in their InfoPath form does not display all the items they have added in the corresponding SharePoint list.​  The list holds 160 items, but the drop-down only holds 100. 

I almost had a heart attack!  Please let this not be one of those annoying InfoPath limitations that is always creeping up when you least expect it! 

Well, turns out it wasn't a limitation in InfoPath at all, nor was any big changes required in the InfoPath form either.  Phew!

After some help from my trusted friend, Google, I found out that InfoPath uses the default view to populate the drop-down list, and by default, there is an item limit on a view of 100 items.  This is what will display only a certain number of items per page, and give you the option to click "Next" to go to the next page of items.
InfoPath will thus only display the amount of items the default view would display. 

Solution:
  1. Browse to the SharePoint list that is giving problems
  2. Click on Settings > List Settings
  3. Scroll to the bottom and click on the default view's name
  4. Scroll down and expand the Item Limit section
  5. Set the "Number of items to display" to a reasonable limit that won't be reached, like 1000
  6. Click OK

Google Source: http://www.sharepointdev.net/sharepoint--infopath-forms-services/infopath-drop-down-list-not-showing-all-items-in-a-list-36795.shtml

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