As per my knowledge on SharePoint Online limits, is that you need to keep the documents with unique permissions below 5,000 for each library/list, but you can open a case with Microsoft to expand this to 50,000.
now in our case we are building a project management system using SharePoint + Power Apps + Power Automate, with the following scenarios:-
- When someone creates a new Project inside the SharePoint online custom list
- a Power automate flow will add a Project folder with 5 sub-folders (New, In-Progress, Done, ApprovedByCustomer & Archived) inside a document library
- each folder will have unique permissions based on the projects stakeholders. for example the Project's field engineers can add files to the New folder while have read-only on the other files, and so on.
- now the requirement is that even if the Project is closed, the folder permissions should stay the same.
So if we assume that each Project will have 6 folders (1 main folder + 5 sub-folders) which have unique permissions + each project will have around 15 files inside the folder. so at the end each project will have 6 folders with unique permissions. so in our case after creating 8,333 projects (50,000 / 6) the SharePoint will no longer support new projects. is my assumption correct? and can we fix this?
Thanks