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Sharepoint is really annoying to limit the access to the list with more than 5,000 items… It causes many troubles, and one of them is when you use a lookup field into a form that is tied to a big list. Sharepoint will not display the field/dropdown but will show the message:
This is a lookup column that displays data from another list that currently exceeds the List View Threshold defined by the administrator
There is a solution to bypass this problem and show our lookup dropdowns.
You need:
- jQuery
- Sharepoint
- And I use Chosen to have a better dropdown
I’ll show how I did it for the EditForm.
First, copy/paste the below JavaScript code into a file that you’ll store somewhere on your Sharepoint:
// load jQuery, SharepointPlus and Chosen
var toLoad = '<script src="/Toolbox/Documents/js/jQuery/jquery-1.12.3.min.js"></script>'
+ '<script src="/Toolbox/Documents/js/SharepointPlus/3.13/sharepointplus-3.13.min.js"></script>'
+ '<link href="/Toolbox/Documents/js/Chosen/1.5.0/chosen.min.css" rel="stylesheet" type="text/css">'
+ '<script src="/Toolbox/Documents/js/Chosen/1.5.0/chosen.jquery.min.js"></script>'
document.write(toLoad);
(function() {
var aDeferred=[];
var modal;
// list the fields we want to fix
// /!\ Add here the Field ID of the fields that need to be fixed
var lookupFieldsToFix = ["Voucher_x0020_Code", "User_x0020_Name"];
// /!\ Specify the name of the related list, as well as the Column to retrieve
var configurationsLookup = [{list:"Vouchers", field:"Title"}, {list:"Users", field:"Name"}];
// this function is triggered once the form is loaded
function allLoaded(ctx) {
// delete all existing localStorage
localStorage.removeItem('RequestsLookup')
// check if our call to lists are done
$.when.apply(this, aDeferred).done(function() {
var save={}, count=0, i;
for (i=arguments.length; i--;) {
if (arguments[i]) {
save[arguments[i].field] = arguments[i].choices; // save it as {fieldName:choices}
count++;
}
}
if (count > 0) {
// we use localStorage
localStorage.setItem('RequestsLookup', JSON.stringify(save));
// now reload the page
$SP().closeModalDialog();
$('#aspnetForm').hide().after('<h1>Reloading...</h1>');
window.location.reload();
} else {
// we use Chosen
for (i=lookupFieldsToFix.length; i--;) {
var e=WPQ2FormCtx.ListSchema[lookupFieldsToFix[i]];
$(document.getElementById(e.Name+"_"+e.Id+"_$"+e.FieldType+"Field")).chosen({search_contains:true});
}
// and on Exam Name
$SP().formfields("Exam Name").elem().chosen({search_contains:true});
}
})
}
/**
* Fix the broken lookup fields
* @param {String} field Name of the field to fix
* @return {Deferred}
*/
function fixLookup(field) {
var deferred = jQuery.Deferred();
var saved, choices=[], config;
// we check if there is a Throttled
if (WPQ2FormCtx.ListSchema[field].Throttled) {
WPQ2FormCtx.ListSchema[field].Throttled=false;
// check if we have a localStorage, if yes it means we are after the reload
saved = localStorage.getItem("RequestsLookup");
if (saved !== null) {
saved = JSON.parse(saved);
// we use the stored data to create our dropdown
WPQ2FormCtx.ListSchema[field].ChoiceCount=saved[field].length;
WPQ2FormCtx.ListSchema[field].Choices=saved[field];
deferred.resolve();
} else {
WPQ2FormCtx.ListSchema[field].ChoiceCount=0;
WPQ2FormCtx.ListSchema[field].Choices=[];
// then we show a Waiting message
if (!modal) {
modal=true;
$SP().waitModalDialog("Loading some data...");
}
// and we get data from the list
config = configurationsLookup[SPArrayIndexOf(lookupFieldsToFix, field)];
if (config.list) {
$SP().list(config.list).get({fields:config.field, paging:true}, function(data) {
var res=[];
for (var i=data.length; i--;) {
res.push({LookupId:data[i].getAttribute("ID"), LookupValue:data[i].getAttribute(config.field)});
}
deferred.resolve({field:field, choices:res});
});
} else deferred.resolve([]);
}
} else deferred.resolve();
return deferred;
}
// do some actions as soon as the fields are shown
var changeForm = {
Templates: {
OnPreRender:function(ctx) {
// we want to show Voucher Code and User Name even if there are more than 5000 items in those lists
if (SPArrayIndexOf(lookupFieldsToFix, ctx.ListSchema.Field[0].Name) > -1) {
aDeferred.push(fixLookup(ctx.ListSchema.Field[0].Name));
}
},
OnPostRender:function(ctx) {
// only trigger when everything is loaded
if (ctx.ListSchema.Field[0].Name === "Created") {
allLoaded(ctx)
}
}
}
}
// don't do it when editing the page
if (GetUrlKeyValue("PageView") !== "Shared") SPClientTemplates.TemplateManager.RegisterTemplateOverrides(changeForm);
})();
Please refer to the /!\ symbol to configure two variables: only lookupFieldsToFix and configurationsLookup need to be set by you.
Note that the above code is compatible for IE8+, and all modern browsers.
Now go to the EditForm.aspx of your list. Then edit the page:
Next, edit the webpart settings:
Go to the Miscellaneous section and enter the path to your JavaScript file (created before) in the JS Link field – you can use ~site in the path:
Finally click ON, and then on Stop Editing in the ribbon.
You can now try to edit an item and the lookup fields should be fixed. Example:
