SharePoint has long been a trusted tool for document management and collaboration across organisations, allowing teams to store, share, and manage information with built-in security and version control features.
However, when it comes to handling structured data, it presents several limitations that can slow down operations and complicate workflows. Many businesses rely on SharePoint lists to manage their data, but as data volumes grow, they run into significant challenges that impact efficiency and performance.
Key challenges with SharePoint data querying
The 5000-item query limit
SharePoint enforces a restriction on the number of items that can be effectively queried at a time. Large datasets require workarounds such as indexing and filtering, which make data retrieval cumbersome and inefficient.
Performance throttling
SharePoint Online imposes API request limits that slow down data access, particularly when dealing with large lists. Organisations looking to retrieve large amounts of data quickly often find themselves waiting for throttling limits to reset, delaying critical workflows.
Lack of complex queries
Unlike SQL databases, SharePoint doesn’t support relational queries such as joins between multiple lists. This makes it difficult to generate meaningful reports or integrate data from different parts of the business.
Integration roadblocks
Businesses frequently need to consolidate data from multiple sources, including SharePoint, external databases, and cloud applications. SharePoint doesn’t provide a built-in, efficient way to synchronise data across different systems.
Limited reporting capabilities
BI tools such as Power BI struggle to pull live data from SharePoint, requiring manual exports that are time-consuming and prone to errors. This results in outdated reports and a lack of real-time insight.
For organisations that depend on timely, accurate data to drive decision-making, these limitations create bottlenecks, leading to inefficiencies and errors that impact business performance.
How SQList provides the solution
SQList is an advanced tool designed to overcome SharePoint’s data query limitations by synchronising SharePoint lists and libraries with SQL Server. This enables businesses to extract, analyse, and integrate SharePoint data in SQL Server, ensuring easy reporting and integration with other systems.
Removing SharePoint’s 5000-item limit
SharePoint’s item limit is a well-known issue that affects organisations managing large lists. SQList solves this by automatically syncing SharePoint lists to SQL Server, where data can be stored and queried without limitations. This allows businesses to work with large datasets smoothly and eliminates the need for complex filtering and indexing strategies.
Eliminating performance throttling
Instead of relying on SharePoint’s API, which enforces throttling limits on large queries, SQList frequently syncs SharePoint data, ensuring near real-time availability. This ensures that data is always accessible in SQL Server, allowing businesses to retrieve large amounts of data instantly without waiting for SharePoint’s API restrictions to lift.
Enabling advanced queries & integrations
Since SharePoint doesn’t support complex SQL queries, organisations often struggle to join multiple lists or integrate SharePoint data with other business applications.
SQList transforms SharePoint lists into structured SQL tables, enabling businesses to:
- Run advanced SQL queries, including joins, aggregations, and filters.
- Easily merge SharePoint data with other systems, such as ERP or CRM platforms.
- Automate workflows that require data exchange between SharePoint and other business applications.
Optimising Power BI & reporting
For organisations that rely on data visualisation tools, SQList makes it easy to generate reports directly from SQL Server instead of manually exporting SharePoint data. By supporting Power BI’s DirectQuery mode, SQList ensures that reports always reflect the most up-to-date information, allowing businesses to make informed decisions in real time.
Four key use cases for SQList
1. Centralising data across multiple systems
Businesses often struggle with scattered data across multiple platforms, leading to inefficiencies, duplicate records, and outdated information.
SQList allows organisations to:
- Store and manage a master dataset in SharePoint, ensuring consistency across all systems.
- Automatically sync SharePoint data with SQL Server and other enterprise applications.
- Reduce manual data entry and eliminate synchronisation errors by maintaining a single source of truth.
See SQList in action—watch our webinar for a demo.
2. Streamlining content management & website publishing
Many organisations use SharePoint for content management, including publishing product catalogues, regulatory documents, or knowledge bases to public-facing websites. However, moving approved content from SharePoint to a live website can be a manual and error-prone process.
SQList simplifies this workflow by:
- Replicating approved content from SharePoint into SQL Server in near real time.
- Automating content transitions between staging and live environments.
- Ensuring that only approved and up-to-date content is displayed on the live site.
Curious how SQList works? Watch our webinar for a demo.
3. Enabling Power BI for real-time SharePoint reporting
Data-driven organisations rely on reporting tools like Power BI, but SharePoint’s limitations make it difficult to generate live reports efficiently.
SQList enhances reporting capabilities by:
- Eliminating the need to manually export SharePoint data by continuously syncing it to SQL Server.
- Enabling Power BI’s Direct Query mode, ensuring that reports reflect near real-time data updates.
- Allowing large datasets to be queried without performance issues, providing immediate insight.
Discover how SQList transforms SharePoint data – watch our webinar now.
4. AI-enhanced document & knowledge management
Searching for critical business information within SharePoint document libraries can be frustrating and time-consuming.
SQList, when paired with AI-driven search tools, improves knowledge management by:
- Converting SharePoint document metadata into structured SQL tables.
- Enabling AI-powered search, allowing employees to ask questions and receive direct answers based on stored document content.
- Enhancing compliance and policy management by making documents easier to find and query.
Experience the power of SQList for yourself – start your free 30-day trial today.
Unlock the potential of your SharePoint data
SQList is revolutionising the way businesses handle SharePoint data by eliminating its limitations and unlocking new possibilities for integration, analysis, and reporting. Whether you need to centralise business data, automate content management, improve reporting, or enhance document searches, SQList provides the solution.
***
See how SQList can help your business improve SharePoint data management.
Start your 30-day free trial today—no commitment, just insights.
