SharePoint: Manage Custom Actions (SPFx)

Key insights

• Custom Action Manager is an SPFx web part demoed by Nicolas Kheirallah that simplifies managing custom actions in SharePoint without using PowerShell.
  It gives admins a single, visual tool to find and change actions across sites.
• The tool can list, filter, edit, enable/disable, delete, and bulk-manage both SPFx extensions and legacy custom actions.
  It also offers a preview before applying changes and supports export/import for batch operations.
• Technically, it runs as an SPFx web part built with React and uses the SharePoint REST API and Microsoft Graph to read and update actions.
  Deploy it from the tenant App Catalog and grant the needed site permissions to operate.
• Key benefits include faster administration, fewer errors with previews, and no-code management so site owners can act without developer help.
  The solution also improves scalability for large tenants and supports auditing needs.
• Common use cases are cleaning up deprecated actions during tenant migrations, fixing unwanted menu items, and running tenant-wide audits.
  The demo shows practical cleanup workflows and multi-site scenarios.
• To get started, grab the sample from the PnP sample gallery, build and package the SPFx solution, deploy it to the App Catalog, add the web part to a page, and grant it the required permissions.
  The community demo walks through these steps and real-world examples.

The Microsoft video, presented by Nicolas Kheirallah, demonstrates the Custom Action Manager web part and its role in simplifying SharePoint custom action management. In the recording, the presenter walks through live demos that show how administrators can create, edit, bulk-manage, and remove both modern and legacy custom actions without relying on PowerShell. Consequently, the session frames the tool as a visual alternative to script-heavy workflows and a practical aid during tenant migrations. Overall, the video aims to help IT teams reduce time and risk when they clean up or reorganize SharePoint customizations.

Video Summary and Demonstration

In the demo, the speaker first lists custom actions across a site collection to show the breadth of items administrators may encounter. Then he filters and inspects individual entries, demonstrating edits to titles, icons, and visibility settings while previewing each change before applying it. Moreover, the video highlights bulk operations that allow administrators to enable, disable, or delete many actions at once, which is especially useful for large tenants. The presentation closes with a cleanup scenario that underscores how the tool can speed migration and remediation tasks.

Throughout the demo, the interface relies on an intuitive, consistent layout that avoids deep scripting knowledge, so site owners and non-developers can complete many tasks. The presenter alternates between modern SPFx extensions and classical custom actions, explaining differences and showing how the tool surfaces both types for review. In addition, the demo calls attention to preview and logging features that help teams validate changes before rollout. As a result, the video emphasizes auditability and safer change management.

How It Works and Deployment

The solution is implemented as an SPFx web part that queries custom actions through supported endpoints and renders them in a React-based UI. Specifically, the web part can use Microsoft Graph and SharePoint REST APIs to read and modify the User Custom Actions collection, and it leverages common UI patterns for search, filtering, and inline editing. To deploy, administrators add the package to the tenant app catalog and give the web part appropriate permissions on the target sites, which lets teams use the tool directly on modern pages. Thus, setup follows familiar SPFx packaging and deployment steps, making it straightforward for teams already using the framework.

However, deployment decisions involve tradeoffs: granting broad permissions simplifies management but raises governance concerns, while narrower scopes protect resources but limit visibility. Consequently, some organizations may prefer to run the tool in staged environments or limit access to a small admin group until they validate outcomes. Moreover, extending the web part for tenant-wide inventory requires additional permissions and design work, which administrators should weigh when planning scale. Therefore, deployment planning must balance operational convenience with security and compliance needs.

Benefits and Tradeoffs

The key benefits shown in the video include time savings, fewer manual errors, and easier bulk operations compared with one-off PowerShell scripts. In addition, a no-code UI empowers change owners and reduces bottlenecks with development teams, so routine cleanup and maintenance become less costly. Yet, these advantages come with tradeoffs: reliance on a centralized UI requires trust in its permission model and careful governance to prevent accidental mass deletions. Consequently, organizations should pair the tool with change controls, backups, and testing to avoid unintended disruptions.

Scalability is another benefit, but it also introduces complexity because very large tenants may need tenant-level views or automation that exceed site-scoped web part capabilities. In contrast, script-based approaches can be fully automated and scheduled, while the UI excels at discovery and manual remediation. Therefore, teams often balance the two: use the UI for discovery and targeted fixes, and rely on scripted automation for repeatable tenant-wide tasks. Ultimately, choosing the right mix depends on team skills, risk tolerance, and operational scale.

Challenges and Best Practices for Admins

One challenge discussed in the video is locating legacy or poorly documented custom actions that persist after migrations or app retirements. Furthermore, bulk changes carry the risk of breaking user experiences if previews and audits are skipped, so administrators should always test changes in a controlled environment. The presenter recommends using export and import options to capture action configurations before mass edits and to maintain an audit trail for compliance reviews. In short, careful staging and logging reduce risk when administrators take corrective action.

Another common challenge arises from mixed environments where classic custom actions coexist with modern SPFx extensions such as command sets and app customizers, which behave differently and require different handling. Therefore, teams should document current extensions and define policies for lifecycle management, including when to deprecate legacy actions. Additionally, integrating the tool into governance workflows ensures that only authorized staff perform high-impact operations, which balances agility with control. As a result, the tool becomes more effective when paired with clear procedures and training.

Practical Takeaways and Next Steps

For administrators and developers, the video presents the Custom Action Manager as a practical addition to the toolkit for discovering and cleaning up custom actions within SharePoint. Accordingly, teams should evaluate the sample solution from the community gallery, trial it in a test tenant, and plan permissions carefully to avoid overexposure. Moreover, combining the web part’s discovery features with scripted automation where appropriate provides a balanced approach that improves both speed and safety. Finally, the demo underscores that clear governance, testing, and incremental rollout help teams get the most value while limiting operational risk.

In conclusion, the Microsoft presentation offers a clear demonstration of how a centralized UI can reduce reliance on script-based processes and speed remediation tasks in SharePoint environments. While the tool does not replace all automation use cases, it supports administrators by simplifying discovery, preview, and bulk management of custom actions. Therefore, organizations should consider it as part of a broader strategy that pairs visual management with automation and governance to maintain healthy, modern SharePoint estates.

Keywords

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