SharePoint 2013 Custom Actions For Multiple Selected Items In Document Library

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In SharePoint 2013, custom actions provide a powerful way to extend the functionality of lists and document libraries. One common requirement is to perform actions on multiple selected items within a document library. This article explores how to create custom actions in the ribbon that can process multiple selected documents in SharePoint 2013.

Understanding Custom Actions in SharePoint 2013

Custom actions allow you to add your own functionality to SharePoint lists and libraries. These actions can appear in various locations, such as the ribbon, context menus, and list item menus. For document libraries, custom actions can be particularly useful for implementing batch operations, such as applying metadata, initiating workflows, or exporting documents. When dealing with multiple selected items, the custom action needs to be designed to iterate through the selected items and perform the desired operation on each item.

Custom actions can significantly enhance user experience by streamlining repetitive tasks. Custom actions in SharePoint 2013 are essentially extensions that allow developers and administrators to add specific functionalities directly into the SharePoint user interface. This means you can create buttons, menu items, or links that trigger custom code, workflows, or even external applications. This capability is particularly useful when you need to handle multiple items at once, such as documents in a library. The beauty of custom actions lies in their ability to automate processes, reduce manual effort, and ensure consistency in how tasks are performed. They also provide a centralized and easily accessible way for users to perform actions that might otherwise require complex, multi-step procedures. By integrating these actions directly into the SharePoint interface, users can quickly and efficiently manage their documents and list items without needing to navigate away from the platform. This leads to increased productivity and a more streamlined workflow. Moreover, custom actions can be tailored to meet the unique needs of an organization, ensuring that SharePoint is not just a repository but an active tool that supports specific business processes. This flexibility is crucial for organizations looking to maximize their investment in SharePoint and adapt the platform to their evolving requirements. The ability to execute custom logic on multiple selected items is a game-changer for tasks like bulk metadata updates, initiating workflows, or exporting batches of documents. This can save countless hours of manual work and minimize the risk of errors. Finally, implementing custom actions requires a good understanding of SharePoint's architecture and development tools, but the payoff in terms of efficiency and user satisfaction is well worth the effort.

Creating Custom Actions for Multiple Items

To create a custom action that operates on multiple selected documents, you'll need to use SharePoint's feature framework and client-side scripting (JavaScript). The process generally involves the following steps:

  1. Define the Custom Action in XML: Create an XML file (typically elements.xml) that defines the custom action. This includes specifying the location where the action will appear (e.g., the ribbon), the text to display, and the JavaScript function to execute when the action is clicked.
  2. Implement the JavaScript Function: Write a JavaScript function that retrieves the selected items, iterates through them, and performs the desired logic. This function will typically use the SharePoint Client Object Model (CSOM) to interact with the SharePoint data.
  3. Package and Deploy the Solution: Package the XML and JavaScript files into a SharePoint solution package (.wsp) and deploy it to your SharePoint environment.
  4. Activate the Feature: Activate the feature that contains the custom action on the site or site collection where you want it to be available.

Step-by-Step Implementation

Let’s delve deeper into the steps required to implement custom actions for handling multiple selected items in SharePoint 2013. This involves a combination of XML configuration for defining the custom action and JavaScript code to handle the actual processing of the selected items. The XML configuration is crucial because it tells SharePoint where to display the custom action button or menu item and what JavaScript function to call when the user clicks it. This part of the process is typically done within a SharePoint Feature, which is a deployable unit that can be activated or deactivated on a SharePoint site. Inside the Feature, you'll have an elements.xml file where the custom action is defined. This file includes settings like the location of the button (e.g., the ribbon's contextual tab for document libraries), the text that will be displayed on the button, and the URL or JavaScript function that should be executed. For handling multiple items, it's essential to use JavaScript because it allows you to interact with the SharePoint Client Object Model (CSOM). The CSOM is a set of APIs that allow you to interact with SharePoint data from client-side code, such as JavaScript running in the browser. In your JavaScript function, you'll first need to retrieve the selected items. SharePoint provides methods for this, typically involving accessing the SP.ListOperation.Selection object. Once you have the selected items, you can iterate through them and perform the desired operations. This might involve updating metadata, initiating a workflow, or even calling a custom web service to process the documents. For each item, you'll use CSOM methods to interact with the SharePoint data. For example, you might load the item's properties, update specific fields, and then execute the query to persist the changes back to SharePoint. Handling errors and providing feedback to the user is also crucial. You should include error handling in your JavaScript code to catch any issues that might occur during processing. Displaying a message to the user, such as a progress indicator or a completion message, can greatly improve the user experience. Finally, packaging and deploying the solution involves creating a SharePoint solution package (.wsp file) that contains your XML and JavaScript files. This package can then be uploaded to the SharePoint solution gallery and activated on the desired site or site collection. Once activated, the custom action will appear in the specified location, ready for users to use. This entire process requires a solid understanding of SharePoint development concepts, but the result is a powerful tool that can significantly enhance the functionality of your SharePoint environment.

1. Define the Custom Action in XML

The elements.xml file defines the custom action. Here's an example:

<?xml version="1.0" encoding="utf-8"?>
<Elements xmlns="http://schemas.microsoft.com/sharepoint/">
  <CustomAction
    Id="MyCustomAction"
    RegistrationType="List"
    RegistrationId="101"  //101 is for Document Libraries
    Sequence="10001"
    Title="Process Selected Documents"
    Location="CommandUI.Ribbon"
    >   <CommandUIExtension>
      <CommandUIDefinitions>
        <CommandUIDefinition
          Location="Ribbon.Documents.Groups._children">
          <RibbonCommandGroup
            Id="Ribbon.Documents.Groups.MyCustomGroup"
            Sequence="100"
            Description="My Custom Group"
            Title="My Custom Group">
            <Controls>
              <Button
                Id="Ribbon.Documents.MyCustomButton"
                Command="MyCustomButton_Click"
                Sequence="11"
                Image16by16="_layouts/15/images/MyCustomIcon16.png"
                Image32by32="_layouts/15/images/MyCustomIcon32.png"
                LabelText="Process Documents"
                Template="Ribbon.Templates.ContextualMenu"
                ToolTipTitle="Process Selected Documents"
                ToolTipDescription="Processes the selected documents." />
            </Controls>
          </RibbonCommandGroup>
        </CommandUIDefinition>
      </CommandUIDefinitions>
      <CommandHandlers>
        <CommandHandler
          Command="MyCustomButton_Click"
          CommandAction="javascript:MyNamespace.processSelectedDocuments();" />
      </CommandHandlers>
    </CommandUIExtension>
  </CustomAction>
</Elements>

In this XML:

  • Id is the unique identifier for the custom action.
  • RegistrationType="List" specifies that the action applies to lists.
  • RegistrationId="101" indicates that the action applies specifically to document libraries (101 is the list template type for document libraries).
  • Location="CommandUI.Ribbon" places the action in the ribbon.
  • The CommandUIDefinitions section defines the button in the ribbon.
  • The CommandHandler section maps the button click to a JavaScript function MyNamespace.processSelectedDocuments().

2. Implement the JavaScript Function

The JavaScript function retrieves the selected items and processes them. Here’s an example:

Type.registerNamespace('MyNamespace');

MyNamespace.processSelectedDocuments = function () {
    var context = SP.ClientContext.get_current();
    var web = context.get_web();
    var list = context.get_web().get_lists().getById(_spPageContextInfo.pageListId);
    var selectedItems = SP.ListOperation.Selection.getSelectedItems(context);

    context.load(list);

    context.executeQueryAsync(
        function () {
            var itemsCount = selectedItems.length;
            if (itemsCount === 0) {
                alert('Please select at least one document.');
                return;
            }

            for (var i = 0; i < itemsCount; i++) {
                var item = list.getItemById(selectedItems[i].id);
                // Perform your logic here
                item.set_item('Title', 'Processed Document ' + selectedItems[i].id);
                item.update();
            }

            context.executeQueryAsync(
                function () {
                    alert('Documents processed successfully.');
                    SP.UI.Notify.addNotification('Documents processed successfully.', false);
                    SP.UI.ModalDialog.RefreshPage(SP.UI.DialogResult.OK);
                },
                function (sender, args) {
                    alert('Error: ' + args.get_message());
                }
            );
        },
        function (sender, args) {
            alert('Error: ' + args.get_message());
        }
    );
};

In this JavaScript code:

  • Type.registerNamespace('MyNamespace') creates a namespace for the custom functions.
  • MyNamespace.processSelectedDocuments is the function that gets called when the button is clicked.
  • SP.ClientContext.get_current() gets the current SharePoint context.
  • SP.ListOperation.Selection.getSelectedItems(context) retrieves the selected items.
  • The code iterates through the selected items and updates the Title field of each document.
  • context.executeQueryAsync executes the SharePoint Client Object Model (CSOM) requests.

The core of this function lies in its ability to interact with SharePoint data using the Client Object Model (CSOM). The CSOM is a powerful set of APIs that allow developers to perform various operations on SharePoint objects, such as lists, libraries, and items, from client-side code. This is particularly useful in custom actions, where you often need to manipulate data based on user interactions. The function begins by obtaining the current SharePoint context, which is the entry point for interacting with SharePoint. It then retrieves the web and list objects, using the current page context to identify the list. The crucial part is the SP.ListOperation.Selection.getSelectedItems(context) call, which fetches the items that the user has selected in the document library. This method returns an array of item IDs, which can then be used to load the full item objects. After retrieving the selected items, the function iterates through them, performing the desired operations on each item. In the example provided, the function updates the 'Title' field of each document, but this could be any operation that the CSOM supports, such as updating metadata, initiating a workflow, or even deleting the item. The item.set_item method is used to set the value of a field, and the item.update method persists the changes to the SharePoint database. Because CSOM operations are performed asynchronously, the context.executeQueryAsync method is used to execute the batch of requests. This method takes two callback functions: one for success and one for failure. The success callback is executed when all operations complete successfully, and it typically displays a message to the user. The failure callback is executed if any error occurs, and it displays an error message. This asynchronous execution model is crucial for maintaining the responsiveness of the SharePoint user interface. Finally, it's important to note that this function is just a template. The specific logic that you implement inside the loop will depend on the requirements of your custom action. However, the basic structure of retrieving selected items, iterating through them, and performing operations using the CSOM remains the same.

3. Package and Deploy the Solution

Package the elements.xml and JavaScript files into a SharePoint solution package (.wsp). You can use Visual Studio to create a SharePoint solution project and add the files. The solution package is a cabinet file (.wsp) that contains all the necessary components for your custom action, such as the XML definitions, JavaScript files, and any other resources. Creating a SharePoint solution package involves structuring your files in a specific way and then packaging them using Visual Studio or another tool. The most common approach is to use Visual Studio, as it provides a convenient project template for SharePoint solutions. When you create a SharePoint solution project in Visual Studio, it automatically sets up the necessary folder structure and build process for creating a .wsp file. The elements.xml file, which defines the custom action, and the JavaScript file, which contains the logic to be executed, are typically placed within Feature folders in the project. A Feature in SharePoint is a deployable unit that contains a set of related components, such as custom actions, list definitions, and web parts. Each Feature has its own folder in the project, and it includes a feature.xml file that describes the Feature and its dependencies. The feature.xml file specifies the title, description, and version of the Feature, as well as the elements that it contains. When you build the SharePoint solution project, Visual Studio compiles the files and packages them into a .wsp file. The .wsp file is essentially a cabinet file that contains the Feature folders, the manifest.xml file (which describes the solution package), and any other resources that are included in the project. Once you have the .wsp file, you can deploy it to your SharePoint environment. This involves uploading the file to the solution gallery in SharePoint Central Administration or the site collection's Site Settings. After the file is uploaded, you need to activate the solution, which installs the components in the solution package. This process adds the custom action to the SharePoint environment, making it available for use in the specified lists and libraries. The deployment process can also be automated using PowerShell scripts or other deployment tools. This is particularly useful in larger organizations where solutions are deployed across multiple environments. Overall, creating and deploying a SharePoint solution package is a critical step in implementing custom actions and other SharePoint customizations. It ensures that your code is packaged in a standard format that can be easily deployed and managed in SharePoint environments.

4. Activate the Feature

Upload the .wsp to the Solution Gallery in your SharePoint site collection and activate the feature. Activating the feature makes the custom action available in the document library ribbon. The process of activating a feature is a critical step in making the custom functionality available to users. When a solution package is deployed to SharePoint, it essentially installs the files and components in the environment, but it doesn't automatically enable them. This is where features come into play. A feature is a specific set of functionality that can be turned on or off, allowing administrators to control which features are available on a site or site collection. Features can include custom actions, web parts, list definitions, and other components that extend SharePoint's capabilities. To activate a feature, you need to navigate to the Site Settings or Site Collection Settings in SharePoint, depending on the scope of the feature. Features can be scoped at the site level or the site collection level. Site-level features are only active on the specific site where they are activated, while site collection-level features are active across the entire site collection. In the Site Settings or Site Collection Settings, there is a section called "Manage Site Features" or "Manage Site Collection Features." This section lists all the features that are available for activation. To activate a feature, you simply click the "Activate" button next to the feature name. SharePoint will then enable the feature, making its functionality available to users. The activation process might involve some background tasks, such as updating the SharePoint configuration database or deploying files to the file system. Once the feature is activated, the custom action will appear in the document library ribbon, ready for users to use. It's important to note that activating a feature can have a significant impact on the performance and behavior of your SharePoint environment. Therefore, it's crucial to thoroughly test any custom features before activating them in a production environment. Additionally, you should carefully consider the scope of the feature and activate it at the appropriate level (site or site collection) to minimize the impact on other sites. In summary, activating a feature is a simple but essential step in deploying custom functionality in SharePoint. It allows administrators to control which features are available to users and ensures that the custom code is properly integrated into the SharePoint environment.

Considerations and Best Practices

  • Error Handling: Implement robust error handling in your JavaScript code to handle cases where documents cannot be processed.
  • User Feedback: Provide feedback to the user about the progress of the operation and any errors that occur. Use SP.UI.Notify.addNotification or a modal dialog to display messages.
  • Performance: Be mindful of performance when processing a large number of items. Consider using batching techniques or asynchronous operations to avoid blocking the user interface.
  • Security: Ensure that the custom action respects SharePoint’s security model. Check user permissions before performing operations.

Enhancing User Experience and Security

When implementing custom actions for multiple selected items in SharePoint 2013, it's crucial to consider user experience and security to ensure a seamless and safe interaction. Enhancing user experience involves providing clear feedback and guidance to the user throughout the process. This can be achieved through various means, such as displaying progress indicators, showing success or error messages, and providing informative tooltips. For instance, when processing a large number of documents, a progress indicator can help users understand the status of the operation and avoid frustration. Similarly, clear error messages can help users troubleshoot issues and take corrective actions. SharePoint provides several built-in mechanisms for displaying messages to users, such as SP.UI.Notify.addNotification and modal dialogs. These can be used to provide real-time feedback and ensure that users are aware of the outcome of their actions. Another aspect of user experience is ensuring that the custom action is intuitive and easy to use. This involves designing the user interface carefully, using clear and concise labels, and providing appropriate tooltips and help text. The location of the custom action in the ribbon or context menu should also be chosen thoughtfully to ensure that it is easily discoverable by users. Security is another critical consideration when implementing custom actions. It's essential to ensure that the custom action respects SharePoint's security model and that users only have access to the functionality that they are authorized to use. This involves checking user permissions before performing any operations and ensuring that the custom action doesn't inadvertently grant users access to sensitive data or functionality. SharePoint provides several mechanisms for checking user permissions, such as the SP.BasePermissions object and the SP.Web.doesUserHavePermissions method. These can be used to verify that the current user has the necessary permissions before executing any code. Additionally, it's important to validate user input and sanitize data to prevent security vulnerabilities such as cross-site scripting (XSS) and SQL injection attacks. This involves ensuring that any data entered by the user is properly encoded and that any queries to the SharePoint database are parameterized. Furthermore, when processing multiple items, it's important to consider the security implications of batch operations. For instance, if a user selects a large number of documents and initiates a custom action, it's essential to ensure that the operation is performed securely and that the user's permissions are checked for each item. This can be achieved by iterating through the selected items and checking permissions for each item before performing any operations. In summary, enhancing user experience and security are critical considerations when implementing custom actions for multiple selected items in SharePoint 2013. By providing clear feedback, designing an intuitive user interface, and ensuring that the custom action respects SharePoint's security model, you can create a seamless and safe experience for users.

Conclusion

Creating custom actions in SharePoint 2013 to handle multiple selected items is a powerful way to extend the platform's capabilities. By using the SharePoint feature framework and client-side scripting, you can implement custom logic to process documents in bulk, improving efficiency and user experience. This article provided a comprehensive guide to creating such custom actions, ensuring that you can tailor SharePoint 2013 to meet your specific business needs.