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Remove Navigation & Menu Items from the Self-Service Portal

Audience: Administrators, Portal Developers

Overview

At times you may need to simplify or lock down the Work 365 Self-Service Portal navigation—to match branding, restrict access, or streamline the user journey. This guide shows how to remove, hide, or role-gate navigation and menu items using Power Pages Studio and Portal Management.

Key idea: Portal navigation is driven by Web Link Sets (menus) and Web Links (menu items). Hiding a link does not secure the target page—use Access Control Rules / Web Roles for true access control.

Steps to Remove / Hide / Restrict Menu Items

1) Open your portal tools

  • Power Platform Admin Center → Environments → select your environment.

  • Under Apps, locate your Power Pages / Portal instance.

    • Click Edit to open Power Pages Studio (quick UI edits), or

    • Open Portal Management (full access to Web Link Sets, Web Links, Web Pages, roles, permissions).

Tip: Use Studio for simple visibility changes and ordering; use Portal Management for precise control (role gating, child links, multiple menus).

2) Identify the menu and link

In Portal Management:

  • Go to Content → Web Link Sets (examples: Header, Primary Navigation, Profile, Footer).

  • Open the relevant Web Link Set, then use the Web Links subgrid to find the item.

  • Alternatively, go to Content → Web Links and filter by Web Link Set.

In Power Pages Studio:

  • Open Pages → open your Header / Navigation (depending on your template).

  • Use the navigation editing surface to locate and edit or remove the item.

Each visible menu entry is a Web Link that targets either a Web Page or an External URL, and can be restricted by Web Roles.

3) Choose how you want to change visibility

A. Deactivate the Web Link (recommended, reversible)

  • In Portal Management → Web Link, set State = Inactive (or uncheck Enable if exposed in your schema).

  • Save.

B. Delete the Web Link (permanent)

  • Delete only if you are sure it’s not referenced elsewhere (buttons, breadcrumbs, custom templates).

  • Save.

C. Restrict by Web Role (role-based visibility)

  • On the Web Link record, use Display Conditions / Web Roles to show the link only to specific portal roles
    (e.g., “Work 365 Administrator”, “Work 365 Subscription Manager”, “Work 365 Finance Manager”).

  • Save.

D. Hide entire page (optional, still secure the page)

  • Open Content → Web Pages, deactivate the page or remove from navigation.

  • Also configure Access Control Rules so only the right roles can open the page if someone has a direct URL.

E. Reorder or nest items (tidy menus)

  • Use Display Order and Parent Web Link to move an item or create sub-menus.

4) Publish & refresh cache

After changes:

  • In Power Pages (Admin) → Site actions → Clear website cache (or Restart site for a full refresh).

  • Wait 2–5 minutes, then test in a private/incognito window.

Considerations & Best Practices

  • Prefer deactivation over deletion for easy rollback.

  • Role-based visibility keeps navigation clean for most users while retaining admin access.

  • Secure the target: Hiding a link doesn’t prevent access via direct URL—configure Access Control Rules / Web Roles and Table Permissions (for data-bound pages).

  • Check multiple menus: Some sites use more than one Web Link Set (Header, Profile, Footer). Update all relevant sets.

  • Localization: If your portal supports multiple languages, verify Localized Web Links for each language.

  • Theme & templates: Custom web templates may render hard-coded links—update the Web Template / Liquid if the menu doesn’t follow Web Link Sets.

  • Sandbox first: Validate changes in a non-production site before going live.

Troubleshooting

Link still visible after change

  • Clear website cache / Restart site; hard refresh browser (Ctrl/Cmd + Shift + R).

  • Confirm you edited the correct Web Link Set.

  • Check for the same link in footer or profile menus.

  • Inspect custom Web Templates (Liquid) for hard-coded anchors.

Users can still open the page via URL

  • Add Access Control Rules to the Web Page for required Web Roles.

  • Verify Table Permissions for data lists/forms on that page.

  • Republish and clear cache.

Menu differs by user

  • Role-based display is working. Review assigned Web Roles for the portal contact.

Quick Reference: What to edit where

  • Action: Hide a menu item (reversible) Where: Portal Management Record Type: Web Link → Deactivate
  • Action: Delete a menu item Where: Portal Management Record Type: Web Link → Delete
  • Action: Show only to certain users Where: Portal Management Record Type: Web Link → Web Roles / Display Conditions
  • Action: Remove from a specific menu Where: Portal Management Record Type: Web Link Set → Web Links
  • Action: Reorder / create sub-menus Where: Portal Management Record Type: Web Link → Display Order / Parent
  • Action: Secure the target page Where: Portal Management Record Type: Web Page → Access Control Rules / Web Roles
  • Action: Studio-level quick edits Where: Power Pages Studio Record Type: Navigation / Header editing surface