How to attach documents to the workbench's meeting notes function

[Mikael de Souza]

Hey ppl,

How are u doing?

Me and my team are trying to migrate our CAB meetings and documentation to run fully on ServiceNow's Workbech, until now, we found that the tools it offers are really great.

The thing is, after the CAB meeting, we have to send a file to the business, showing all the board members attendance, the changes that were discussed, the filters and rules used for that meeting and what was approved.

Lately we were sending an email with an excel file attached with all those informations added manually, but since we have the workbench doing that job for us, we are trying to figure out a way to attach the PDF file generated by the workbench to the meeting notes field (also at workbench), but there's no file option, just image/midia, links or source code.

Any ideias how to add those files?

Regards.

[JamesEcoStratus]

Here are my initial thoughts based on what you’ve described.

In ServiceNow Workbench, you're right that there's no direct option to attach files to the meeting notes field. However, you can work around this limitation by using links or integrating with other ServiceNow features to achieve your goal.

Here's a step-by-step approach:

1. Generate the PDF File: Before attaching it to the meeting notes, you need to generate the PDF file. If you're already using Workbench for this purpose, you likely have a way to generate the PDF.
2. Store the PDF File in ServiceNow: You can store the PDF file as a record in ServiceNow, either as an attachment or within a dedicated table. This will make it accessible for linking within Workbench.
3. Create a Link in Meeting Notes: In your Workbench meeting notes, you can add a link to the PDF file. To do this, use the following syntax: [Link Text](URL)

Replace "Link Text" with the text you want to display for the link and replace "URL" with the URL of the PDF file stored in ServiceNow.

1. Automate the Link Generation: If you want to streamline this process further, you can create a Business Rule or script in ServiceNow that automatically generates this link when a meeting is created or updated. This way, you won't have to manually create the link each time.
2. Testing: After setting up the link, test it to ensure it opens the PDF file when clicked.

By following these steps, you can effectively link the PDF file generated by Workbench to your meeting notes, making it accessible to the business without the need for manual email attachments. This approach leverages ServiceNow's capabilities and integration options to optimize your CAB meeting documentation process.

Give it a try and let me know.

Good Luck,

James