Site Workflow to alert when lists are approaching 5000 item limit

Hi @hsidney 

 

SharePoint REST API

You can use the SharePoint REST API to get the ItemCount for a list (per list)

/_api/web/lists/getbytitle('<list title>')/ItemCount

 

You can get the entire lists details using this SharePoint REST API (per site)

/_api/web/lists/

Warning: Result returned is a large amount of text that is not human readable

 

Cheers

If you dont have a lot of lists on the site you could run a workflow like this which query's each list.
Or even run 15 branches in parallel at the same time.
You could do one call web service call to get all the list ID's as above and then put the below workflow in a loop that goes through the lists collection variable.

Hi @hsidney 

 

SharePoint REST API

Here is a better solution using the SharePoint REST API that will return when Items is "gt 4500" 

/_api/web/lists?$select=Id,Title,ItemCount&$filter= ItemCount gt 4500

 

You can use Notepad++ or any online XML Formatter to format the XML results.

How to format or prettify XML in Notepad++ | Code2care

 

 

 

 

Hi Simon, this is similar to the solution I envisaged originally but thanks for mentioning the call web service option, I hadn't thought of that. Unfortunately I am running quite a big site with about 35 lists so I suppose this workflow is going to be quite demanding/slow however it's configured.

Hi Garrett,

Thanks for this – I've never used SharePoint REST API and wouldn't know how to implement this. Do you know of a resource that could help me get started with this?

Google "SharePoint 2013 REST API" for resources.

 

Getting Started

Open your SP site in browser

https://{site_url}/

Just paste this after your Site URL

/_api/web/lists?$select=Id,Title,ItemCount&$filter= ItemCount gt 4500

The Final URL

https://{site_url}/_api/web/lists?$select=Id,Title,ItemCount&$filter= ItemCount gt 4500

 

Cheers