How do you handle unique permissions in SharePoint for more than 100.000 items?

Question

Hi all,

Our customer has this use case where there are more than 100.000 accounts in Dynamics 365 CE. We have enabled the out of the box integration with SharePoint. Every time an account is created, folders are created in SharePoint and permissions are set with Cloud Flow so only specific users are able to see these folders. Now we have this issue where the flows fails because of the error : LIST_UNIQUE_SCOPES_EXCEEDED.

We have some ideas to split up the libraries based on the two/three starting characters of the account but we are curious if there are other ways.

A MS colleague has directed me to this community so I can ask you for help on the info below. I am still not so sure if this will help our case.

Using SharePoint Online Management Shell to set unique permissions on the items. This can help you manage permissions more efficiently.

If you need more help on this, I sincerely recommend you post your concern in the dedicated channel Microsoft Q&A Community - SharePoint, members and engineers over there are proficient in the knowledge of PowerShell scripts and SharePoint customization queries. They will focus on the specific situation on your side and provide specific suggestions for you.

Please share your ideas

Thanks in advanced!

Answer 1

Splitting the libraries would work, but I would not recommend going for two/three starting characters, as you will end up with a structure that is not intuitive.

You could also consider automating the whole thing using a third party. There is a bundle for this called Dynamics 365 + SharePoint Document Management Suite for this https://www.connecting-software.com/dynamics-365-sharepoint-document-management-suite/

The permission setting that you are currently doing with Cloud Flow is done by their permissions replicator (do check if you have all relevant cases covered...), and then the permissions limit is handled by the SharePoint Structure Creator.

You might also find some insights in this article Overcoming the SharePoint Unique Permissions Limit