Search based results

Due to SharePoint limitations and selected filters, documents were retrieved using search.

Reason

When the number of documents in a workspace exceeds 5000, some filters stop working correctly. To ensure documents are displayed, MetaShare uses search instead of querying the underlying SharePoint library directly. A search keyword, “*”, which matches all documents, is automatically added to the selected filters.

Please note that when search is used, documents that were recently uploaded or modified may not appear in filtered results until SharePoint indexes or reindexes them. This usually takes up to 15 minutes.

Possible solutions

If you encounter this SharePoint limitation because a workspace exceeds 5000 documents, you or your administrator can take the following actions:

1. Index columns in the workspace.
   Indexing specific columns allows you to filter on those columns even when the workspace contains more than 5000 documents. However, not all columns can be indexed. For more information on indexing columns, read this article.
2. Reduce the number of documents in the workspace
   1. Delete old documents that may no longer be needed.
   2. Moving some documents to other workspaces, such as archive workspaces.