Based on your requirement, you are already able to upload the Excel file through the Catalog Item and create Compliance Cases using the Data Source, Import Set, and Transform Map. The remaining requirements can be achieved with some additional logic in the Flow/Script.
1. Update RITM Work Notes with Import Results
After the Transform Map execution completes, retrieve the import statistics from the Import Set/Transform History records. ServiceNow stores information such as:
- Rows Processed
- Records Inserted (Cases Created)
- Records Skipped/Ignored
- Error Count
These values can be added to the Work Notes of the corresponding RITM.
Example Work Notes:
Import Process Completed
Rows Processed : 100
Cases Created : 95
Records Skipped: 3
Errors : 2
ServiceNow maintains these statistics in the Import Set Run and Transform History records, which can be queried after the transform execution completes.
2. Close the RITM on Successful Completion
Once the Transform Map execution is completed successfully and there are no errors:
- Update the Work Notes with the import summary.
- Set the RITM state to Closed Complete.
Typical flow:
Catalog Item Submitted
↓
Load Data Source
↓
Run Transform Map
↓
Get Import Statistics
↓
Update Work Notes
↓
Close Complete
3. Close the RITM as Incomplete on Failure
If the Transform Map fails or the import process throws errors:
- Update the Work Notes with the error details.
- Set the RITM state to Closed Incomplete.
Example:
Transform Execution Failed
Rows Processed : 100
Errors : 15
Please review the import logs for additional details.
Issue 1: Attachment Not Getting Deleted from Data Source
The following code is not correct:
var attach = new GlideSysAttachment();
attach.deleteAll(data source);
deleteAll() expects a GlideRecord, not a variable name or string value. The correct approach is:
var ds = new GlideRecord('sys_data_source');
if (ds.get(dataSourceSysId)) {
var gsa = new GlideSysAttachment();
gsa.deleteAll(ds);
}
Alternatively, you can explicitly delete each attachment one by one, which is often more reliable. ServiceNow's GlideSysAttachment API supports retrieving attachments and deleting them individually.
Issue 2: Multiple Execution Records Created
If the catalog item is submitted only once but multiple execution records are created, usually one of the following is happening:
Scenario 1: Flow is Triggering on Update
Verify whether the Flow trigger is configured as Created or Updated
Instead of Created only
During catalog submission, the RITM gets updated multiple times, which can create multiple flow executions.
Scenario 2: Attachment Copying Causes Record Updates
If your flow:
- Receives the attachment on RITM
- Copies it to the Data Source
- Updates the record
those updates may retrigger the Flow and create additional execution records.
Scenario 3: Import is Invoked More Than Once
Check that you are not:
- Calling the Transform Map through a Script, and
- Also calling a Flow Designer "Transform Data" action.
This can produce multiple import executions even though the final case is created only once.
Scenario 4: Recursive Flow Execution
Sometimes the Flow updates the RITM itself.
Example:
Flow Starts
↓
Update RITM
↓
RITM Update triggers Flow again
↓
New Execution Created
To avoid this:
- Trigger only on Create, or
- Use a flag field such as
u_import_processed = true, and
- Add conditions so the flow runs only once.
Recommended Solution
RITM Submitted
↓
Copy Attachment to Data Source
↓
Delete Old Data Source Attachments
↓
Load Import Set
↓
Run Transform Map
↓
Capture Import Statistics
↓
Update RITM Work Notes
↓
Success? - Yes -> Closed Complete
No -> Complete Incomplete
`
This approach will meet all three requirements and also help eliminate duplicate execution records.
Mark it helpful if this helps you to understand. Accept solution if this give you the answer you're looking for
Kind Regards,
Pavani P
