Setting the user preference for list caps

If you cannot display in a business-data field list all the items you need to see, it is possible to reset the list cap so that the system displays the number of items you need.

Note: 
  • Before you reset the cap for list items, consider consider using one or more of the techniques described in Working with user caps on list items.
  • System administrators can override the Retrieve all or Use specified max setting with a system-wide maximum record cap. So, for example, if you set the record cap to display up to 500 items, but the system administrator has set a system-wide maximum of 250, the greatest number of items you can actually display in one retrieval is 250. For more information, see About caps.
  • The cap you designate applies only to business-data lists. See About lists in fields.
  • Any change you make to the cap lasts only until you exit the application. The next time you open the application, the default cap is in effect.

To change the cap on items displayed in a drop-down list:

  1. Select View > User Preferences.
  2. In the User List Record Cap section, select the option you want for the new cap:
    • Use Default: The system uses the system default cap of 200 list items.
    • Retrieve All: The system retrieves all records that meet the specified search criteria.
      Caution: 
      Consider carefully before selecting this option. Unlimited retrieval of a collection can degrade system performance.
    • Use Specified Max: Specify the maximum number of list items you want to be able to retrieve at a time.
      Note: 
      • Even with this setting, you cannot retrieve a number of list items greater than a Farm-wide record cap or a User Preferences Max Record Cap setting.
      • Transferring a large number of list items to your system can degrade performance.

      If you select the Use Default option, -1 displays in this field. If you select the Retrieve All option, 0 displays here.

  3. Click OK.
  4. To refresh a list, type a wildcard character (an asterisk * by default) in the list box and then click the drop-down arrow.
    See Using Wildcards.
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