Plan requirement
| Subscription | Suite Growth or higher, Support Team or higher |
| Access | Admin |
Actions accumulate. Keeping the list understandable is what stops an AI agent picking the wrong one.
Manage the list
- Open Admin Center, then Apps and integrations > Actions > Custom actions.
- Review the actions, their descriptions and where each is used.
- Deactivate what nothing calls.
- Fix descriptions that no longer match what the action does.
An old action will not appear in a flow
Only custom actions created or updated after 13 March 2025 are available as steps in an action flow. An older one keeps working where it is already used and is not offered when you build a flow, with nothing on screen to say why.
The rule counts the last update, so opening an older action and saving it again brings it back into range. Worth trying before you conclude the action is broken.
Two similar actions is a problem
Where a human chooses, two overlapping options are a minor annoyance. Where an AI agent chooses from descriptions, two similar ones mean it will sometimes pick the wrong one, and the failure looks like the AI being unreliable rather than the configuration being ambiguous.
Merge them, or make the descriptions say clearly when each applies.
Check what calls each one
Before changing an action, find out what uses it. An action called by three procedures and an AI agent is shared infrastructure, and a change to its inputs breaks all of them at once.
Credentials expire
Check this first. A token rotated on the other system leaves the action failing silently, and the symptom reaches you as an AI agent that has stopped helping.
Where an action depends on a credential with an expiry, put the date somewhere a person will see it.
Deactivate rather than delete
Deleting an action that something still calls breaks it immediately. Deactivating shows you what depended on it, without the surprise.
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