Improve SharePoint Online List Performance On New Item Click

Hey guys! Ever been there, staring at your screen, waiting for that new item form in SharePoint Online to finally load? Yeah, it's a real productivity killer. Especially when you've got a ton of data in your lists. So, let's dive into why your SharePoint Online list performance might be dragging, especially when you're trying to add a new item, and what you can do to speed things up.

Understanding the Performance Bottleneck

First off, let's talk about what's actually going on behind the scenes. When you click "New item," SharePoint needs to fetch the form, load all the fields, apply any customizations, and then present it to you. If your list is complex, with lots of columns, intricate validations, or custom formatting, this process can take a while. Think of it like ordering a custom-built sandwich at a busy deli – the more ingredients and special requests, the longer it takes to make.

One of the biggest culprits is the number of columns in your list. Each column adds to the complexity of the form. The more columns you have, the more data SharePoint needs to handle when loading the new item form. This is especially true for columns with complex data types like lookups, managed metadata, or calculated fields. Lookup columns, for instance, need to retrieve data from another list, adding an extra layer of processing. Managed metadata columns, with their hierarchical structure and term sets, can also contribute to the load time. Calculated fields, which perform calculations based on other columns, require processing power to compute the values, further impacting performance.

Another factor to consider is the complexity of your form customizations. If you've added custom JavaScript or CSS to your forms, these can significantly affect performance. Custom scripts might perform additional operations or validations that SharePoint doesn't natively handle, adding to the processing time. Similarly, complex CSS can slow down the rendering of the form in the browser. It's like adding extra layers of frosting and decorations to a cake – it might look great, but it takes longer to prepare. Therefore, it’s crucial to ensure that custom scripts and styles are optimized for performance and aren't causing unnecessary delays.

List views can also indirectly impact new item form performance. If you have complex views with filters, sorting, or grouping, SharePoint needs to process these settings whenever a new item is created. This is because the new item might need to be displayed in one or more of these views immediately after creation. For instance, if a view is filtered based on a calculated column, SharePoint needs to recalculate that column for the new item. Similarly, if a view is sorted by a lookup column, SharePoint needs to retrieve the related data for the new item. Consequently, optimizing your list views, by simplifying filters and reducing the number of sorted or grouped columns, can help improve the overall performance of your list, including the new item form loading time.

In essence, optimizing SharePoint Online list performance is about streamlining the data processing and presentation. By understanding the factors that contribute to slow loading times, such as the number of columns, the complexity of form customizations, and the impact of list views, you can take targeted actions to enhance your list's performance. It's about making your SharePoint environment more efficient and user-friendly, so you and your team can get your work done without unnecessary delays.

Strategies to Boost SharePoint List Performance

Okay, so we know why things might be slow. Now, let's get to the good stuff: how to fix it! There are several strategies we can use to boost SharePoint list performance, especially when dealing with that pesky new item form.

1. Column Audit: Less is More

The first thing you should do is a column audit. Seriously, take a hard look at your list and ask yourself: do we really need all these columns? Each column adds overhead, so trimming the fat can make a big difference. Think about archiving data that's no longer actively used or consolidating similar columns. For example, if you have multiple status columns, could you combine them into a single choice column with more options? Or if you have columns storing redundant information, can you eliminate one and derive the data from another? This is like decluttering your closet – getting rid of the stuff you don't need makes it easier to find what you do need.

When auditing your columns, pay special attention to complex column types like lookups and managed metadata. Lookup columns, while useful, can be performance hogs because they require SharePoint to fetch data from another list. The more lookups you have, the more calls SharePoint needs to make, and the slower things can get. Similarly, managed metadata columns, with their hierarchical structure and term sets, can add to the processing overhead. Consider whether you can replace some of these complex columns with simpler alternatives, such as single-line text columns or choice columns, without sacrificing too much functionality. This doesn’t mean you should avoid these column types altogether, but rather, use them judiciously and only when their specific features are truly necessary.

Another aspect of column optimization is ensuring that your columns are properly indexed. Indexing a column allows SharePoint to quickly find and retrieve data based on that column, which can significantly improve query performance. However, indexing too many columns can also have a negative impact, as it adds overhead to data modification operations. Therefore, it’s crucial to index only those columns that are frequently used in filters, sorting, or grouping. Typically, you should focus on indexing columns that are used in your list views or in calculated fields. By selectively indexing columns, you can strike a balance between query performance and overall list performance.

In addition to reducing the number of columns and optimizing column types, it's also important to consider the data types you're using. Using the most appropriate data type for each column can help reduce storage space and improve performance. For example, if you're storing numeric data, use a number column instead of a text column. Similarly, if you're storing dates, use a date and time column. This allows SharePoint to handle the data more efficiently and can improve performance, especially when dealing with large lists.

By carefully auditing and optimizing your columns, you can significantly reduce the load on your SharePoint list and improve its performance. It's a bit like spring cleaning for your data – a little effort can go a long way in making your list more efficient and user-friendly.

2. View Optimization: Smart Filtering

Speaking of views, optimizing your list views is crucial for overall performance. Remember, SharePoint might load view settings when creating a new item. The key here is smart filtering. Instead of loading all the items in the list, views with filters will show only the relevant items. This reduces the amount of data SharePoint has to process, leading to faster load times. Think of it like searching for a specific book in a library – you wouldn't browse every shelf, you'd use the catalog to narrow down your search.

When optimizing your list views, start by identifying the most frequently used views. These are the ones that will have the biggest impact on user experience. Focus on adding filters to these views to reduce the number of items displayed. For example, if you have a list of tasks, you might create views that show only tasks assigned to the current user, tasks that are due this week, or tasks that are in a specific status. This not only improves performance but also makes it easier for users to find the information they need.

In addition to filtering, consider using indexed columns in your filters. As mentioned earlier, indexing a column allows SharePoint to quickly find and retrieve data based on that column. When you use an indexed column in a filter, SharePoint can use the index to quickly narrow down the results, significantly improving performance. However, it's important to note that not all filter operations can take advantage of indexing. For example, filters that use wildcards or functions might not be able to use the index. Therefore, it's best to use simple, direct filters on indexed columns whenever possible.

Another aspect of view optimization is limiting the number of columns displayed in the view. Just like having too many columns in the list itself, having too many columns in a view can slow down performance. Each column adds to the amount of data that SharePoint needs to retrieve and display, so it's best to show only the columns that are absolutely necessary. This is especially true for views that display a large number of items. If users need to see additional columns, they can always switch to a different view or customize the current view.

Finally, consider using folders to organize your list items. Folders can help break up a large list into smaller, more manageable chunks, which can improve performance. When you use folders, SharePoint only needs to load the items in the current folder, rather than the entire list. This can be particularly effective for lists with thousands of items. However, it's important to use folders strategically and to avoid creating too many levels of folders, as this can make it difficult for users to navigate the list. Think of it like organizing files on your computer – you wouldn't put everything in one giant folder, you'd create subfolders to group related files together.

By optimizing your list views, you can significantly reduce the load on your SharePoint list and improve its performance. It's about making your lists more efficient and user-friendly, so users can quickly find the information they need without unnecessary delays. This not only enhances the user experience but also boosts productivity by reducing the time spent waiting for pages to load.

3. Form Customization: Keep it Lean

Custom forms can add a lot of functionality, but they can also be performance killers if not done right. Custom JavaScript and CSS can slow things down if they're not optimized. The goal is to keep your form customizations lean and mean. Avoid complex scripts that perform unnecessary operations. If you're using CSS, make sure it's efficient and doesn't cause the browser to do extra work. It's like tuning up a race car – you want to add performance-enhancing features without adding unnecessary weight.

When customizing your forms, it’s crucial to regularly review and optimize your scripts. Unoptimized JavaScript can lead to significant performance issues, especially when dealing with large lists or complex forms. Look for opportunities to streamline your code, reduce the number of operations, and eliminate any redundant or unnecessary functions. For instance, if you’re performing multiple DOM manipulations, consider using techniques like batch processing or requestAnimationFrame to minimize the impact on browser performance. Additionally, ensure that your scripts are properly cached to avoid repeatedly loading them, which can further improve load times.

CSS optimizations are equally important for maintaining form performance. Complex or poorly written CSS can slow down the rendering of your forms, leading to noticeable delays. One common issue is the use of overly specific CSS selectors, which can cause the browser to expend more effort in matching styles to elements. Try to use more general selectors and leverage CSS inheritance to reduce the amount of CSS code needed. Furthermore, consider minifying your CSS files to reduce their size and improve load times. Tools like CSSNano or PurgeCSS can help you remove unused CSS and optimize your stylesheets for production.

Another aspect of form customization that can impact performance is the use of third-party libraries and frameworks. While these libraries can add a lot of functionality and convenience, they can also introduce overhead if not used judiciously. Each library adds to the overall size of the form and can potentially slow down rendering. Before incorporating a third-party library, evaluate whether it’s truly necessary and whether there are lighter-weight alternatives that can achieve the same result. If you do use libraries, ensure that you’re only loading the parts you need and that they are optimized for performance.

Consider using tools like the browser's developer console to profile your form's performance. These tools can help you identify bottlenecks and areas where optimizations can be made. For example, you can use the Performance tab in Chrome DevTools to record and analyze the loading and rendering times of your form. This can help you pinpoint specific scripts or CSS rules that are causing performance issues. By regularly profiling your form's performance, you can proactively identify and address potential problems, ensuring that your forms remain fast and responsive.

Form customization is a powerful way to tailor SharePoint to your specific needs, but it's essential to approach it with performance in mind. By keeping your customizations lean, optimizing your scripts and CSS, and using third-party libraries judiciously, you can create custom forms that are both functional and performant. This not only enhances the user experience but also ensures that your forms remain efficient as your lists grow and evolve.

4. Indexing Strategy: The Right Columns

We've touched on indexing before, but it's worth diving deeper. Indexing the right columns can drastically improve query performance, but indexing everything can actually slow things down. The key is to index columns that you frequently use in filters and sorting, especially in your list views. Think of it like a library index – it helps you find books quickly, but you wouldn't index every word in every book, just the main topics.

When formulating your indexing strategy, begin by analyzing your most frequently used list views and identifying the columns used in filters and sorting. These are the primary candidates for indexing. Columns that are used in simple equality filters (e.g., "Status equals 'In Progress'") or range filters (e.g., "Date is between 01/01/2023 and 31/12/2023") are particularly well-suited for indexing. Indexed columns allow SharePoint to quickly narrow down the results, significantly reducing the amount of data that needs to be processed. However, avoid indexing columns that are rarely used in filters or sorting, as this can add unnecessary overhead to data modification operations.

Another important consideration is the type of column being indexed. Single-line text columns, number columns, and date and time columns are generally good candidates for indexing. However, complex column types, such as multiple lines of text, rich text, or calculated columns, are less suitable for indexing. Indexing these types of columns can have a limited impact on performance and may even slow down certain operations. For instance, indexing a multiple lines of text column can lead to increased storage requirements and slower updates, especially if the column contains large amounts of text. Similarly, calculated columns might not be effectively indexed, as the calculated values need to be computed before the index can be used.

Compound indexes, which index two columns together, can be particularly effective in certain scenarios. A compound index can be useful when you frequently filter or sort your list based on two columns simultaneously. For example, if you often filter your list by both “Status” and “Assigned To,” creating a compound index on these two columns can significantly improve performance. When creating a compound index, the order of the columns matters. The column that is used in the most selective filter should be listed first. This allows SharePoint to narrow down the results as quickly as possible.

Remember, indexing isn't a one-time task. As your lists evolve and your data access patterns change, you may need to adjust your indexing strategy. Regularly review your list views and filters to ensure that your indexes are still aligned with your needs. You can use the SharePoint Online Management Shell or third-party tools to monitor index usage and identify potential areas for optimization. By staying proactive and continuously refining your indexing strategy, you can ensure that your SharePoint lists remain performant as they grow.

Indexing is a powerful tool for optimizing SharePoint list performance, but it’s essential to use it judiciously. By carefully selecting the right columns to index, considering column types, and understanding the benefits of compound indexes, you can significantly improve query performance without adding unnecessary overhead. This helps ensure that your SharePoint lists remain responsive and efficient, even as they grow and evolve.

5. List Thresholds: Stay Below the Limit

SharePoint Online has list view thresholds, which are limits on the number of items that can be processed in a single operation. Exceeding these thresholds can lead to performance issues. While the actual number might vary depending on your plan, it's a good idea to keep your lists below 5,000 items in a view. If you're approaching this limit, consider using folders or metadata navigation to break up your list into smaller chunks. It's like organizing your bookshelf – you wouldn't cram all your books on one shelf, you'd use multiple shelves to keep things manageable.

When dealing with large lists in SharePoint Online, understanding and managing list view thresholds is crucial for maintaining optimal performance. The list view threshold is a built-in mechanism designed to prevent queries that consume excessive resources, which can impact the overall performance of your SharePoint environment. Exceeding this threshold can result in slow loading times, errors, and a degraded user experience. While the exact threshold may vary based on your Microsoft 365 subscription and specific configurations, it's generally a good practice to keep your list views below the recommended limits.

If your lists are approaching or exceeding the list view threshold, there are several strategies you can employ to mitigate performance issues. One effective approach is to use folders to partition your list items into smaller, more manageable subsets. Folders allow you to logically group related items, reducing the number of items that SharePoint needs to process in a single query. When a user navigates to a specific folder, SharePoint only needs to load the items within that folder, rather than the entire list. This can significantly improve performance, especially for lists with tens of thousands of items.

Metadata navigation is another powerful technique for managing large lists in SharePoint Online. Metadata navigation allows you to filter and browse list items based on metadata, such as categories, tags, or custom properties. By defining metadata navigation settings, you can create a hierarchical navigation structure that enables users to quickly drill down to the items they need. This not only improves performance by reducing the number of items displayed in a view but also enhances the user experience by providing a more intuitive way to explore the list content. You can configure metadata navigation in the list settings, specifying the columns to use for filtering and navigation.

In addition to folders and metadata navigation, you can also leverage indexed columns and filtered views to improve performance when working with large lists. As discussed earlier, indexing frequently used columns in filters can significantly speed up query times. By creating filtered views that only display the items relevant to a particular task or user, you can reduce the amount of data that SharePoint needs to process. When designing filtered views, ensure that you use indexed columns in your filter criteria to maximize performance gains. It’s also crucial to test the performance of your views and adjust your filters and indexes as needed.

If you need to work with very large lists that consistently exceed the list view threshold, consider exploring alternative data storage and retrieval mechanisms, such as external lists or custom solutions. External lists allow you to connect to data stored in external databases, enabling you to display and manage large datasets within SharePoint without impacting the performance of your SharePoint lists. Custom solutions, such as custom web parts or applications, can provide more flexibility and control over data access and presentation, allowing you to optimize performance for specific scenarios.

Managing list view thresholds is an ongoing process that requires careful planning and monitoring. Regularly review the size and performance of your lists, and proactively implement strategies to prevent performance issues. By using folders, metadata navigation, indexed columns, filtered views, and alternative data storage mechanisms, you can effectively manage large lists in SharePoint Online and ensure a smooth and responsive user experience.

Final Thoughts

So, there you have it! SharePoint Online list performance can be a tricky beast, but with these strategies, you can tame it. Remember, it's all about optimizing your lists for efficiency. By auditing your columns, optimizing your views, keeping your form customizations lean, indexing the right columns, and staying below list thresholds, you can make a big difference in the performance of your lists and, ultimately, your team's productivity. Happy SharePointing, guys!