Useful attachment scripts

Release version: Xanadu

Updated August 1, 2024

2 minutes to read

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Summary of Useful Attachment Scripts

This collection of attachment scripts provides practical methods to manage and interact with attachments in ServiceNow instances. These scripts enable copying attachments between records, deleting duplicate attachments, indicating attachment presence on task lists, including attachment links in email notifications, and logging attachment download events. Each script is designed for customization and should be thoroughly tested before deployment, as they are provided as-is and not supported by Now Support.

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Copy Attachments Between Records

Use GlideSysAttachment.copy to duplicate all attachments from a source record to a destination record. This copies every attachment linked to the source record and does not allow selection of specific attachments.

Delete Duplicate Attachments

A sample script can be run in a business rule, scheduled job, or background script to identify and delete duplicate attachments within the sysattachment table. It filters records based on table name patterns and deletes duplicates by comparing record IDs and file names.

Display Attachment Presence in Task List Views

A business rule script updates a custom field (e.g., uhasattachments) on task records to reflect whether attachments are present. It runs after insert or delete attachment operations, counting existing attachments and updating the task accordingly without triggering additional workflows or notifications.

Include Attachment Links in Email Notifications

A script function can be embedded in email notifications or templates to dynamically generate clickable links to all attachments associated with a record. The instance name must be replaced appropriately in the URL to ensure correct links.

Attachment Download Logging

When users download attachments, a corresponding attachment.read event is logged automatically. These events can be processed by Script Actions or Email Notifications to track download activity, such as recording who downloaded which attachments and when. The event requires specific parameters including the file name and table name.

Important Considerations

These scripts are customizations developed for specific instances and are not officially supported by Now Support.
Testing in a non-production environment is essential before implementation.
Post questions and share experiences on the ServiceNow community forum for guidance and support.

This is a searchable version of the Useful Attachment Scripts.

Warning:

The customization described here was developed for use in specific instances, and is not supported by Now Support. This method is provided as-is and should be tested thoroughly before implementation. Post all questions and comments regarding this customization to our community forum.

Copy attachments from record to record

Use the following script to copy an attachment from one record to another record:

GlideSysAttachment.copy('sourcetable','sys_id','destinationtable','sys_id');

Note:

GlideSysAttachment.copy copies all attachments; it cannot select specific attachments.

Delete duplicate attachments

Use the following script in a business rule, scheduled job, or background script to delete duplicate attachments located in the Attachments [sys_attachment] table:

function fixDuplicateImages(){
  var now_GR = new GlideRecord('sys_attachment');
  now_GR.addQuery('table_name','LIKE','ZZ_YY%');
  now_GR.orderBy('table_sys_id');
  now_GR.orderByDesc('sys_created_on');
  now_GR.query();
  var lastID ='not_a_match';
  var lastFile ='not_a_match';
  while(now_GR.next()){
    var isDuplicate = (lastID == now_GR.table_sys_id)&&(lastFile == now_GR.file_name);
    lastID = now_GR.table_sys_id;
    lastFile = now_GR.file_name;
    gs.print(now_GR.table_sys_id + ' ' + now_GR.table_name + ' ' + now_GR.file_name + ' ' + now_GR.sys_created_on + ' ' + isDuplicate);
    if(isDuplicate)
      now_GR.deleteRecord();
  }
}

Display whether tasks have attachments in list view

Use the following script in a business rule to display whether tasks have attachments when viewed in the record list view. Note that the script needs a custom field on the Has Attachments [u_has_attachments] table.

checkAttachment();
 
function checkAttachment(){
  // if inserting then the task has an attachment
  if(current.operation()=='insert') {
    hasAttachment('true'); // if deleting attachment check for other attachments
    if(current.operation()=='delete') {
      var timeNow3 =new GlideDateTime();
      gs.log('has_attachment br: gliderecord query start date time is: '+ timeNow3.getNumericValue(),'jwtest');
      var attachCount = new GlideAggregate('sys_attachment');
      attachCount.addQuery('table_sys_id',current.sys_id);
      attachCount.addAggregate('COUNT');
      attachCount.query();
      var numAttachments ='0'; 

      // if no other attachments task does not have attachment
      if(attachCount.next()){
        numAttachments = attachCount.getAggregate("COUNT");
        if(numAttachments >0){
          hasAttachment ='true';
        } else {
          hasAttachment('false');
        }
        var timeNow4=new GlideDateTime();
        gs.log('has_attachment br: gliderecord query start date time is: '+ timeNow4.getNumericValue(),'jwtest');
      }
 
function hasAttachment(answer){
  var task = new GlideRecord('task');
  task.addQuery('sys_id',current.table_sys_id);
  task.query();
 
  if(task.next()){
    task.u_has_attachment= answer;
    task.autoSysFields(false);  //Don't set the lastUpdatedTime or the Simultaneous Update Alert will likely get triggered
    task.setWorkflow(false);  //Don't allow other business rules to run, otherwise multiple notifications will likely be sent
    task.update();
  }
}

Note:

Schedule the business rule to run after insert/delete.

Link to attachments in an email notification

Use the following script in an email notification or template to include links to attachments:


printattachments(); 
 
function printattachments(){
  var now_GR =new GlideRecord('sys_attachment');
  now_GR.addQuery('table_sys_id',current.sys_id);
  now_GR.query();
  while(now_GR.next()){
    template.print('Attachment: <a href="http://'+gs.getProperty("instance_name")+'.service-now.com/sys_attachment.do?sys_id='+ now_GR.sys_id+'">'+ now_GR.file_name+'</a>');
  }
}

Note:

Replace "instance_name" with your instance name.

Attachment Logging

Whenever a user downloads an attachment, the action writes an attachment.read event record to the event log. If desired, you can process these events with a Script Action or an Email Notification. This can be useful if you want to do something when an attachment is read. For example, you can record when and by whom certain attachments are downloaded. For this functionality, the current variable must point to a sys_attachment record, and the event record must use the following parameters:

parm1: File name
parm2: Table name