1. The Evolution of Action Triggers in SharePoint
Historically, workflow automation in SharePoint forms and lists was event-driven. Triggers would fire after an item was created or modified, or on a timed basis—for example, one year after record creation. This setup, while useful, often lacked flexibility in interactive workflows. Users frequently wanted seamless manual initiation of actions without custom scripts or additional steps.
Actions, a key feature of Ultimate Forms, introduced the Run Actions execution button rendered within list views. With command bar and context menu integration, the possibilities for initiating actions are virtually limitless—without code.
2. Action Execution Without Clunky UI
With the context menu and command bar integration, the action ecosystem in SharePoint becomes intuitive. Simply toggle Manual execution option in the action settings. This will include the action in the Run Actions popup in your list view. Clicking it triggers the action instantly.
This setup elevates SharePoint workflows—users can trigger actions wherever they are in the UI, without disrupting their task flow.
3. Real-World Workflow Scenarios
A. CRM Enhancements
In an internal CRM, you might empower support agents to:
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Subscribe to a Newsletter: right from the context menu.
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Engage Ticket: Assign the ticket to the current user and set status to "Engaged."
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Close Ticket: Change status to "Completed" with command bar action after form review.
B. Batch Operations
Users can select multiple items in a view—such as a list of support requests—and "engage" or close all of them simultaneously via the command bar.
C. Streamlined Approval Flow
While reviewing a form, an approver can finalize a record by clicking a validation command bar button—no extra form navigation required.
These options reduce repetitive tasks, minimize clicks, and accelerate processes across your SharePoint environment.
4. How to Enable Command Bar & Context Menu Actions
Step 1: Set Up an Action in Ultimate Forms
Choose "Update List Items" or another action type appropriate for your goal (e.g., "Send Email").
Step 2: Choose "Manual" under Action Settings
This includes the action in the Run Actions pop-up. You can control which icon to use, what level of user permission to require to see the action, and whether to require a confirmation. You can also specify run-time parameters to be filled out by the user. The parameter values can then be used by the action to in its execution, such as for setting column values.
On-premises version of Ultimate Forms contains additional configuration options not available in SharePoint Online
Step 3: Configure Conditions
Optionally specify the conditions for action execution (e.g., only run if Status = Draft). This ensures the action only runs on items that pass the conditions.
Step 4: Save and Test
Open the list, right-click an item, select the context menu entry, or use the command bar Run Actions button. Click on the desired action in the popup. Track the execution progress directly in the popup.
TIP: You can also trigger actions from forms by adding a button and choosing Trigger action type.
5. Best Practices for Ribbon Action Design
| Practice | Why It Matters |
|---|---|
| Logical Naming | Use descriptive action names—e.g., “Close Ticket”—so users know exactly what’s happening. |
| Permissions Control | Assign minimal permissions so actions only appear for authorized users (e.g., managers only). |
| Trigger Multiple Actions | Use Action Groups to trigger multiple actions on one click. |
| Batch-Friendly Conditions | Ensure action logic handles multi-item scenarios gracefully. |
| User Feedback | Add confirmation messages or track executed actions in history to provide clarity and accountability. |
6. Powerful Scenarios for Business Impact
1. Bulk Workflow Advancement
Move columns, trigger minor updates, or push status changes across multiple records with a single click.
2. In-Form Updates
Use form toolbar actions to update item metadata (e.g., "Mark As Reviewed") without navigating away.
3. Approval & Task Routing
Shift tasks from one stage to another—like "Assign to QA"—directly from the command bar or context menu to maintain quick workflows.
4. Self-Service Actions
Non-technical users can automate form logic without code or permissions overhead, boosting autonomy and reducing IT requests.
7. Why It Matters: Business Value of Ribbon-Driven Actions
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Consistency: Actions are centralized and always available, decreasing the chance of user error or process drift.
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Efficiency: Reduces workflow latency—users don’t need to open forms or switch browsers to run shortcuts.
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No-Code Flexibility: Anyone with form access can configure these actions visually—no custom scripting required.
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Scalability: Apply action logic across multiple lists and libraries to speed rollout of approved processes.
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Traceability: Action history tracks the execution timeline, adding an audit trail without custom logging.
8. Example: Customer Feedback Triage
Consider a user feedback list in SharePoint. You want to streamline triage:
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Configure Actions:
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“Flag as Bug” — sets category, assigns to dev queue.
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“Request Follow-Up” — sends notification to submitter.
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Enable Command Bar & Context Menu.
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Train the team:
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While reviewing feedback in a view, right-click the item and choose “Flag as Bug” to tag quickly.
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Click the command bar button in the form to request a follow-up email.
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This simple setup speeds up response time and ensures consistent feedback workflows.
9. Final Thoughts: Empowering Users, Simplifying Actions
Infowise Ultimate Forms transforms SharePoint with built-in, no-code automation that’s accessible from anywhere—view, context, or form command bars. Users become faster, admins deploy smarter, and workflows remain transparent and consistent across your SharePoint environment.
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