Restrict visibility of File Handler custom action per tenant and/or per user/group

Andreas Davros 101 Reputation points
2026-10-14T07:29:11.6666667+00:00

Hello,

We have a multi-tenant Microsoft Entra app (an Office add-in) whose app registration also declares a File Handlers 2.0 add-in in addIns. It has one custom action that appears in the SharePoint Online and OneDrive for Business file menu.

Some consuming tenants should see this action and others shouldn't, while every tenant keeps using the same app registration for the Office add-in. The action should not appear at all in a disabled tenant. Showing it and then refusing access is not acceptable. We would also like to restrict the menu action visibility (File Handler) per tenant users and/or groups.

From the documentation, the file handler manifest is global to the app registration, and availableOn only filters by file extension, folder and multi-select. We've looked at these options, and none seems to be a supported visibility control:

  • The HideApp tag on the service principal: documented for My Apps and the Microsoft 365 app launcher only.
  • Changing addIns on the consuming tenant's service principal: undocumented, and it may be overwritten when the service principal syncs from the application.
  • appRoleAssignmentRequired with user or group assignment: controls sign-in and token issuance, not the file menu.
  • accountEnabled = false: blocks the whole app, including the Office add-in.

Thank you.

Microsoft 365 and Office | SharePoint | Development
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  1. Aetherin 3,005 Reputation points Independent Advisor
    2026-10-14T08:15:00.47+00:00

    Hi @Andreas Davros,

    Thank you for providing such a thorough analysis of the available options and their respective behaviors.

    Your assessment is consistent with the currently published Microsoft documentation. The available File Handlers 2.0 configuration does not document a supported mechanism for selectively hiding a custom action by tenant, user, or group while retaining the same app registration for the Office add-in.

    The alternative settings you mentioned control application visibility in specific portals or access to the application, rather than the visibility of an individual File Handler action in SharePoint Online or OneDrive for Business.

    Therefore, as you have correctly identified, this appears to be a current product behavior rather than a configurable issue. I understand this doesn't provide the supported visibility controls needed for your scenario. Since this is a user-to-user support forum, contributors here cannot implement or directly influence changes to the product.

    If tenant-level or user/group-level visibility controls for File Handlers 2.0 would be valuable for your scenario, I would encourage submitting the request through the SharePoint · Community so it can be reviewed by the appropriate product team for future consideration.

    This is the official feedback channel used to collect suggestions and feature requests from customers, helping the product team better understand demand and evaluate potential enhancements in future releases.

    Thank you again for your detailed investigation, your contribution to the discussion, and your understanding.

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