7-8 PDFs + 1 CSV in One Daily Email: ServiceNow Performance Impact?

[Astik Thombare]

Hi Community,

I’m working on a requirement to attach multiple PDFs (7-8 email signoff PDFs generated daily) and one consolidated CSV to a single email for employees in India. The PDFs are attached physically (not as links). Instance properties allow 30 attachments up to 18 MB, but I’ve capped it at 15, with a total size of 1-2 MB (all files are small). A daily scheduled job runs at EOD, and a business rule copies attachments from another table to the email. Could this setup impact performance?

Appreciate your insights!

[Shivalika]

Hello @Astik Thombare 

I don't think business rule is an optimal approach here. Additionally you would also have created another record for email notification. 

Why don't you use OOB - "Copy attachments" action in the flow designer and OOB - "Send email" action in the flow designer itself. 

This way only thing would do all your job and obviously performance impact will be a lot less. 

Kindly mark my answer as helpful and accept solution if it helped you in anyway. This will help me be recognized for the efforts and also move this questions from unsolved to solved bucket. 

Regards,

Shivalika 

My LinkedIn - https://www.linkedin.com/in/shivalika-gupta-540346194

My youtube - https://youtube.com/playlist?list=PLsHuNzTdkE5Cn4PyS7HdV0Vg8JsfdgQlA&si=0WynLcOwNeEISQCY

[Shivalika]

Hello @Astik Thombare 

Just wanted to add to my previous reply that I have been using this exact same approach to copy attachments to change request from RITM and sending mails. 

For reference below is the documentation you can leverage - 

https://www.servicenow.com/docs/bundle/xanadu-build-workflows/page/administer/flow-designer/referenc...

Kindly mark my answer as helpful and accept solution if it helped you in anyway. This will help me be recognized for the efforts and also move this questions from unsolved to solved bucket. 

Regards,

Shivalika 

My LinkedIn - https://www.linkedin.com/in/shivalika-gupta-540346194

My youtube - https://youtube.com/playlist?list=PLsHuNzTdkE5Cn4PyS7HdV0Vg8JsfdgQlA&si=0WynLcOwNeEISQCY

[Astik Thombare]

Hi @Shivalika,

Thank you for your response.

The attachments I’m working with are not available in a single table. I am copying attachments from two different tables and also generating a consolidated CSV file based on a business rule. This CSV file is not attached to any record. The email record is created only when the email is triggered.

I need a solution where, during the insertion of the sys_email record, these attachments (from the two tables and the CSV) are copied to the target sys_email record. I believe this can only be achieved using a Before business rule, as Flow Designer doesn’t seem suitable for this requirement.

Additionally, I have not created any email notification for this. I am using the Send Email action in Flow Designer to trigger the email.

Thanks,
Astik

[Shivalika]

Hello @Astik Thombare 

Copying attachments from multiple tables isn't an issue in FD. But If you are generating a CSV file as well which doesn't ready exists in any record and also you are using action for sending mail. Then this seems fine and no other best way to accomplish it. 

I believe then there shouldn't be much of an issue depending on the requirement, does t seems there is any way out to optimize this further. 

Kindly mark my answer as helpful and accept solution if it helped you in anyway. This will help me be recognized for the efforts and also move this questions from unsolved to solved bucket. 

Regards,

Shivalika 

My LinkedIn - https://www.linkedin.com/in/shivalika-gupta-540346194

My youtube - https://youtube.com/playlist?list=PLsHuNzTdkE5Cn4PyS7HdV0Vg8JsfdgQlA&si=0WynLcOwNeEISQCY