Hey @pujitha K
We recently had a requirement to allow users to upload multiple Change Requests using an Excel file. Below is the approach we followed, including form design, template structure, validation logic, and bulk creation process.
Front-End Form (Catalog Item)
We created a Catalog Item called:
Change Bulk Upload
Variables used:
Requested For (Reference to sys_user) – Mandatory
Is it Bulk Upload (Single choice: Yes) – Default = Yes, Mandatory
Attachment – Mandatory
To make attachment mandatory:
In Catalog Item - enable “Mandatory Attachment”.
This ensures users cannot submit the request without uploading the Excel template.
Excel Template Design
The Excel template contains only mandatory fields required for creating a Change.
We checked mandatory fields from:
System Definition - Tables - change_request - Dictionary entries (Mandatory = true)
Sample columns in Excel:
Short Description
Description
Category
Risk
Assignment Group
Planned Start Date
Planned End Date
Change Type
Important:
Column names must exactly match what is expected in the script.
Processing Logic Overview
Flow:
Catalog Item Submission
- Trigger Flow Designer
- Read Attachment
- Parse Excel
- Validate Data
- If valid - Create Change records
- If invalid - Send Email to requestor
Script Include to Process Excel
Create a Script Include:
Name: ChangeBulkProcessor
Client Callable: False
Code:
var ChangeBulkProcessor = Class.create();
ChangeBulkProcessor.prototype = {
initialize: function() {},
processAttachment: function(attachmentSysId, requestor) {
var parser = new GlideExcelParser();
parser.parse(attachmentSysId);
var errorRows = [];
var successCount = 0;
while (parser.next()) {
var shortDesc = parser.getValue('Short Description');
var desc = parser.getValue('Description');
var category = parser.getValue('Category');
var risk = parser.getValue('Risk');
var assignmentGroup = parser.getValue('Assignment Group');
var startDate = parser.getValue('Planned Start Date');
var endDate = parser.getValue('Planned End Date');
var type = parser.getValue('Change Type');
// Mandatory validation
if (!shortDesc || !desc || !category || !risk ||
!assignmentGroup || !startDate || !endDate || !type) {
errorRows.push(parser.getRowNumber());
continue;
}
// Validate Assignment Group
var grp = new GlideRecord('sys_user_group');
if (!grp.get('name', assignmentGroup)) {
errorRows.push(parser.getRowNumber());
continue;
}
// Validate date logic
if (new GlideDateTime(endDate) < new GlideDateTime(startDate)) {
errorRows.push(parser.getRowNumber());
continue;
}
// Create Change
var chg = new GlideRecord('change_request');
chg.initialize();
chg.short_description = shortDesc;
chg.description = desc;
chg.category = category;
chg.risk = risk;
chg.assignment_group = grp.sys_id;
chg.start_date = startDate;
chg.end_date = endDate;
chg.type = type;
chg.insert();
successCount++;
}
return {
success: successCount,
errors: errorRows
};
},
type: 'ChangeBulkProcessor'
};
Flow Designer - Script Action
In Flow Designer:
Trigger:
When Catalog Item is Requested
Steps:
Get Attachment sys_id
Add Script Action
Call Script Include
Script inside Flow:
var requestedFor = fd_data.trigger.request_item.requested_for;
var attachmentSysId = fd_data.flow_var.attachment_sys_id;
var processor = new ChangeBulkProcessor();
var result = processor.processAttachment(attachmentSysId, requestedFor);
outputs.hasErrors = result.errors.length > 0;
outputs.errorRows = result.errors.join(', ');
outputs.successCount = result.success;
return outputs;
Add a Flow condition:
If hasErrors = true
- Send failure email
Else
- Send success email
Dynamic Mandatory Field Validation (Optional Enhancement)
Instead of hardcoding mandatory fields, you can dynamically fetch them:
var mandatoryFields = [];
var dict = new GlideRecord('sys_dictionary');
dict.addQuery('name', 'change_request');
dict.addQuery('mandatory', true);
dict.query();
while (dict.next()) {
mandatoryFields.push(dict.element.toString());
}
You can then validate Excel values against this list to make the solution future-proof.
E
mail Notification
Create an Event:
Name: change.bulk.error.check
From Script Include or Flow:
gs.eventQueue('change.bulk.error.check', current, requestor, errorRows.join(','));
Next create notification
Recommended Additional Validations
It is highly recommended to validate:
Choice values (Category, Risk, Type)
Assignment Group existence
Date format
Planned End Date greater
Planned Start Date
This prevents incorrect data from being inserted.
*************************************************************************************************************
If this response helps, please mark it as Accept as Solution and Helpful.
Doing so helps others in the community and encourages me to keep contributing.
Regards
Vaishali Singh
