In this blog we are going to see the
root cause for performance issues faced in SharePoint List and Libraries. Main
reason for the performance issue is, lack of planning and not following
the best practices.
Here I have listed down few things
that may be the reason for causing performance issues.
· Lack of proper planning in creation of SharePoint List and
Library.
· Views with proper grouping and filter not implemented.
· Absence of archival process for old documents
or list items, makes the list or library to grow day by day and that will
result in performance issue if not maintained properly.
· No cleanup activities on List or Library to remove unwanted
items.
How to improve the performance of
List or Library?
· Enabling indexing and implementing proper filters and
grouping in views.
· Using proper folder structure to organize the contents.
· Based on the usage and type of content you can plan for
Document center site if the contents are more related to documents repository.
· Implement proper retention policies by setting expiry date
for documents created.
· Cleanup lists and libraries periodically.
· Storing high volume of media and other documents to OneDrive
or secondary storage and have those links stored in a list.
· Now in SharePoint 2016 there are lot of new features for
Document libraries have been introduced. Have mentioned few of them
below:
a. Durable links (no more bad
links, even if you move the files from one directory to another, Still the
users will be able to make use of the old links to the document). Note: it
works only for Microsoft office documents and PDFs.
b. Now we can use OneDrive
for business to store files and can be shared with other users.
c. Large file support: Now
supports uploading and downloading files larger than 2,047 MB.
d. Special characters are allowed in filenames.
e. Threshold limit has been increased above 5000 and auto indexing is in place.
Hi Madhan,
ReplyDeleteThanks for the posts, let me explain the scenario what I have below and I would like to get your comments/suggestions. I am using SharePoint 2013.
The system I am working on may have one million users who have documents in SharePoint and we have the following document library / folder structure.
Document Library/user ID/Module Name/actual document
For example, Madhan is a user with ID 100 and he has documents in the following modules; Registration , Payment etc (each user may have or use 10 to 15 modules, that means 10 to 15 folders within a user ID folder)
So the document Library will be like the one below for this user.
Document Library/100/Registration/BirthCertificate.pdf
Document Library/100/Registration/SomeThingElse.doc
Document Library/100/Payment/BillForJanuary.pdf
What will be the best approach for this type of requirement?
Hi Piraba, May be you can create module wise document libraries instead dumping all modules in single document library.
ReplyDeleteEX: Registration (doc lib)
Filename : BirthCertificate.pdf
metadata userid: 100
When you want to find the birthcertificate of madhan, you can query Registration document library who's userid is 100 and file name is birthcertificate.
In this way you are splitting the load (documents) evenly instead of storing it in one single document library. Another suggestion, rather than storing files in document library you can save the files in any other external storage like OneDrive for business and store the link to the SharePoint list. To find the record you can query the list as i mentioned.
Hi Madhan,
ReplyDeleteThanks for the reply. The main problem that I would face is because of the limitation of SharePoint related to number of items per document library (including folders) which is 5000. In my case I can easily get one million users and each of them would have 10 to 15 modules (folders) and n number of documents within each module.
According to your suggestion I will have 10 to 15 document libraries instead of one and each of them will have one million folders (one for each users) and then the actual documents inside. Please correct me if I am wrong, even in this approach the limitation of number of items per document library is still a problem. Am I correct?
Regards
V.Piraba