Version: eXtendFiles 1.8.7 and above
Audience: Administrator
Applicable Storage: Microsoft SharePoint/OneDrive

Overview

This article explains Microsoft SharePoint/OneDrive sharing limitations that can affect eXtendFiles when files are shared publicly.

This is not a limit on the total number of files that can be stored in SharePoint or OneDrive. It is related to Microsoft sharing and permission limits, especially when files or folders have unique permissions.

Microsoft documents two related limits that may apply:

  • When sharing a folder, the total number of items in that folder and its subfolders is limited to 50,000.
  • For items with unique permissions in a SharePoint list or library, the supported limit is 50,000. Microsoft recommends a general limit of 5,000 uniquely permitted items.

In eXtendFiles, this issue is most commonly encountered when public sharing links are created for many files. Public sharing can require SharePoint to create unique permissions for those items. If your organization does not use eXtendFiles-generated public links, you are less likely to encounter this specific limitation.

Problem

When attempting to upload a file using eXtendFiles, an error message similar to the example below may be displayed:
Failed to upload file: filename.txt. Failed to fetch file URL although your file is uploaded.
Error Message: {
  "code": "notSupported",
  "message": "You cannot break inheritance for this item because there are too many items with unique permissions in this list.",
  "innerError": {
    "code": "uniqueScopesExceeded",
    "date": "20XX-XX-XXTXX:XX:XX",
    "request-id": "xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx",
    "client-request-id": "xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx"
  }
}
Ticket - Id: Root = 1 - xxxxxxxx - xxxxxxxxxxxxxxxxxxxxxxxx

This error means SharePoint was not able to complete the sharing or permission step because the SharePoint list or library has too many items with unique permissions.

In some cases, the file may still upload successfully to SharePoint/OneDrive, but eXtendFiles cannot retrieve or return the public file URL because SharePoint blocks the permission change required to create or access the sharing link.

Microsoft documents this limitation in its SharePoint and OneDrive restrictions documentation:

You cannot break inheritance for this item because there are too many items with unique permissions in this list or library.

See Microsoft's documentation for more information: Restrictions and limitations in OneDrive and SharePoint.

The next section presents various options for working around this limitation.

Solution

Option 1: Create a New SharePoint Site

Creating a new site means that new files uploaded via eXtendFiles will be directed to this new location. Files in the old location will remain unaffected and accessible, but the system will no longer add new files there.

This option is the primary solution if you have already hit the 50,000 unique permission limit and are experiencing issues sharing new files publicly.

You'll have to create a new SharePoint site and point eXtendFiles to that new site. Note: Microsoft 365 SharePoint Admin permissions required.
  1. Create a new SharePoint site in your Microsoft 365.
  2. Create a new folder in the new site for use with eXtendFiles.
  3. Set the permissions to allow the appropriate users to access the new SharePoint site.
  4. Add the new SharePoint Site Name (SharePoint site name) and Directory Path (SharePoint folder name) on the eXtendFiles Configuration screen and authenticate with SharePoint.
Note: It may take 30-60 minutes for the new SharePoint site to be available for connection in Microsoft's SharePoint API. It is recommended to attempt connection to SharePoint at least 60 minutes after the new site has been created.

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See Configure eXtendFiles for Storage with Microsoft OneDrive/SharePoint for more information on configuring the eXtendFiles Configuration screen with updated SharePoint/OneDrive information.

Option 2: Choose "System User With Private Upload" Setting (System-User Model)

  • If you have not reached the 50k limit: Enable this proactively
  • If you have reached the 50k limit: You must perform Option 1 first for new files, then apply this setting to the new location.
If file sharing is not required for most files, the System User With Private Upload setting can be used to set files as private by default in SharePoint/OneDrive.

Microsoft's 50,000 item limit applies only to files that are set as shared. Users within your SharePoint/OneDrive can still access the files when they are not shared, and shared links can be generated from within NetSuite for those who do not have SharePoint access. This option will slow down the rate at which you reach Microsoft's 50,000 shared item limit, but when the limit is reached, Option 1 will be necessary for future uploads.
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Option 3: Multi-User Authentication (User-Based Model)

If file sharing is not required for most files, consider using the User Based File Upload setting to set files as private in SharePoint/OneDrive by default after resolving the maxed-out item limit by creating a new SharePoint site.

Microsoft's 50,000 item limit applies exclusively to files that are set as shared. Users within your SharePoint/OneDrive will still be able to access the files when they are not shared. If a user has access to NetSuite but NOT access to SharePoint and needs to view files, Option 2 is recommended. This option will slow down the rate at which you reach Microsoft's 50,000 shared item limit, but when the limit is reached, Option 1 will be necessary for future uploads.
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Option 4: Migrate to Alternative Storage Provider

If it is not feasible to continually perform Option 1, and if Option 2 and Option 3 are not possible, the best solution may be to switch to a different backend storage provider where file sharing limitations do not exist. Since eXtendFiles can connect to many different backend storage providers, there are several supported options where this type of sharing limitation does not exist.

Interested? Please contact eXtendTech Support or your Account Manager to discuss the migration process, requirements, and potential costs

Frequently Asked Questions (FAQs)

What causes the error message when uploading a file with eXtendFiles?

The error message occurs when attempting to upload a file using eXtendFiles when the Microsoft SharePoint maximum of 50,000 shared links within a folder/sub-folder has been reached.

Are there any workarounds for the SharePoint file sharing limitation?

Yes, there are several workarounds for the SharePoint file sharing limitation. These include creating a new SharePoint site and pointing eXtendFiles to that site, using the System User With Private Upload setting to set files as private by default, and switching to a different backend storage provider where file sharing limitations aren't present.

What is the "User Based File Upload" setting in SharePoint/OneDrive?

The User Based File Upload setting in eXtendFiles allows files to be set as private by default. This can be useful for avoiding the SharePoint file sharing limitation if file sharing is not required for most files.

Are there any limitations to the SharePoint file sharing workaround options?

Some of the SharePoint file sharing workaround options, such as creating a new SharePoint site, require Microsoft 365 SharePoint Admin permissions. Additionally, switching to a different backend storage provider may not be feasible for all organizations.

What happens to my existing files when connecting eXtendFiles to another SharePoint site?

The shared links from the original site will remain accessible as long as the corresponding folder or files are not deleted or moved in SharePoint. Older links will continue to function, and new eXtendFiles uploads will add files to the new SharePoint site. Note that if you have shared public upload links with external parties, those links may no longer be accessible when eXtendFiles is connected to another SharePoint site from the one originally used during public upload link generation and sharing.