SharePoint: Custom Row Actions in JSON

Key insights

• Demo summary: Chris Kent presented the latest List Formatting row actions during the Microsoft 365 & Power Platform community call (31 July 2025).
  He demonstrated how customRowAction adds interactive buttons and behaviors directly to list rows.
• New built-in actions: Key additions include copyLink, openApprovalDialog, embed, setValue, previewFile, copyFile, and moveFile for more direct file and approval handling from list views.
• Practical use: Use setValue to update multiple fields at once, including conditional expressions like if/then logic.
  It works with text, numbers, dates, choices, and user fields to speed common list tasks.
• Developer tips: Send field updates with actionInput and use actionParams for action configuration; test Quick Steps in the view to validate behavior.
  Prefer simple Excel-style expressions for clear, maintainable conditional logic.
• Integration: Row actions can launch approvals, preview or copy files, redirect to item details, or trigger flows in Power Automate to build end-to-end automation without leaving the list.
• Samples & tools: Leverage official samples and community tools (List Formatting gallery, SPFormatter, Jsonify, VS Code extensions) to copy patterns and speed development.
  Reusing tested examples helps avoid common formatting pitfalls.

Video Summary: What Microsoft Demonstrated

Microsoft 365 released a concise demo of List Formatting updates during the Microsoft 365 & Power Platform community call on July 31, 2025, presented by Chris Kent. The video showcases built‑in and newly added row actions that extend how Teams interact with list items, and it highlights practical examples from real lists. Moreover, the session walks through both simple and compound actions so viewers can see immediate use cases in a familiar list view.

In particular, Kent demonstrates new and improved actions such as copyLink, openApprovalDialog, embed, setValue, previewFile, copyFile, and moveFile. He also contrasts parameter patterns like actionParams versus actionInput and explains how to use Quick Steps for repeatable behaviors. As a result, the demo serves as both an introduction and a practical how‑to for SharePoint and Microsoft Lists authors.

New Actions and Core Capabilities

The demo emphasizes that the customRowAction model now supports a richer set of actions that operate on files and approvals without needing separate flows. For example, setValue can change multiple fields at once, while previewFile and copyFile let users interact with documents without leaving the list. Consequently, list views become more interactive and can reduce the number of clicks required for common tasks.

Furthermore, the session shows how conditional formatting and Excel‑style expressions integrate with row actions to trigger actions only when criteria match. Additionally, the demo clarifies the difference between sending a fixed payload with actionInput and building dynamic arguments via actionParams, which affects reusability and clarity. Therefore, makers gain flexibility in crafting both one‑off buttons and reusable patterns.

Practical Use Cases and Tradeoffs

These actions suit many scenarios, from one‑click approvals to quick file management directly in a view, which improves efficiency for frequent tasks. However, tradeoffs exist: adding many custom buttons can clutter a view and increase cognitive load, and complex conditional logic can become hard to maintain over time. Consequently, teams should balance convenience against maintainability and aim for a small, well‑documented set of actions.

Security and permissions also present tradeoffs because some actions act on files or initiate approval dialogs and therefore require appropriate access levels. Moreover, while embedding actions into the list reduces navigation, it can mask the underlying workflow complexity and make auditing harder when many changes happen through quick actions. Thus, administrators should pair row actions with clear governance and logging practices.

Implementation Tips and Common Challenges

Kent offers actionable tips, such as testing actions with sample data and using available samples and tools to accelerate development. For instance, authors can adapt community samples and use linters or formatters to validate JSON before deploying it to production. Additionally, using descriptive names for parameters and keeping action payloads simple helps future maintainers understand intent.

Despite the guidance, several challenges remain, like debugging conditional expressions and handling diverse field types consistently across views. Performance can also suffer if actions trigger heavy server work or large file operations, so designers should avoid synchronous, long‑running tasks inside row actions. Ultimately, careful design and staged rollouts help teams find the right balance between responsiveness and robustness.

Community Resources and Next Steps

The demo points viewers to a set of official and community samples that illustrate common patterns and provide copy‑paste starting points. In addition, tools like JSON editors and formatters can speed development, and community calls offer regular updates and peer support for emerging features. Therefore, makers should monitor samples and community discussions to remain aligned with best practices.

Looking ahead, organizations that adopt these capabilities should plan for documentation, permissions reviews, and incremental deployment to manage risk. Finally, the video is a pragmatic resource for anyone who manages lists at scale because it pairs live demos with clear tradeoffs, enabling teams to decide when to simplify list interactions and when to centralize complex logic in flows or apps.

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