Administering attachments
Summarize
Summary of Administering Attachments
Administrators can configure system properties to manage how files are uploaded, viewed, and deleted in ServiceNow. Each attachment creates a record in the Attachment [sysattachment] table with corresponding metadata, while the actual file data is stored in the Attachment Document [sysattachmentdoc] table in 4k chunks.
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Key Features
- Activity Stream Thumbnail Scaling: The glide.ui.activitystream.scaleimages property scales large images and creates thumbnails for activity streams, defaulting to a maximum size of 525x350 pixels. Images over 5 MB can cause out-of-memory errors.
- Attachment Events: Actions on records with attachments trigger single events for uploads, reads, deletions, and renaming, allowing for streamlined notifications and script processing.
- Attachment Logging: Attachment events can be logged to track when and by whom attachments are accessed.
- Attachment System Properties: Administrators can control features like drag-and-drop uploads, file size limits, user permissions, and file type restrictions.
- Attachment Indexing: Indexing can be enabled for tables to enhance text search capabilities across attachments.
Key Outcomes
By configuring these attachment properties, administrators can enhance file management, improve system performance, and ensure security measures are in place for file uploads. Users will benefit from a more efficient experience when handling attachments, with streamlined notifications and access control. Properly managing attachment settings leads to reduced errors and better system reliability.
Administrators can configure system properties for how files are uploaded and attached to records. Uploading, viewing, and deleting file attachments triggers a single event that can be used for notifications or in scripts.
Attachment tables
When you store an attachment to any table, a record is created in the Attachment [sys_attachment] table that contains attachment metadata. The file data is stored in the Attachment Document [sys_attachment_doc] table, in 4k chunks. For example, if you attach a 12k file called My_attachment.pdf, then there is an Attachment entry with three related Attachment Document entries.
To learn how to upload attachments to records, see Add and manage attachments.
Activity stream thumbnail scaling
- Maximum dimensions for thumbnails using this property are 525 pixels width by 350 pixels height. The system favors the pixel height first, so you can end up with images that are wider than 525 pixels.
- Attaching image files over 5 MB can create an out of memory error and cause the instance to restart. An out of memory error and restart occur when the system generates the thumbnail when you attach a new image. The error and restart can also occur the first time you load existing images on a record.
- The administrator can add the com.glide.attachment.max_get_size system property to control the maximum image scaling dimensions.
| Field | Description |
|---|---|
| Name | com.glide.attachment.max_get_size |
| Type | integer |
| Value | 5242880 |
- The base system value is 5242880 bytes (5 MB). You can change the value as necessary.
- With this property set, images that are larger than 5 MB are not scaled and the system creates a link instead. Images smaller than 5 MB are scaled down.
Configure the max image size property for Activity Streams
When attaching an image in an Activity Stream, the system controls the maximum size of the image. Use the com.glide.attachment.max_get_size property to control the maximum image scaling dimensions.
Attachment events and logging
A script action or notification can process attachment events. Only one event is created when action is taken on a record with attachments, even when the record has multiple attachments. The following events are provided.
Only one event is created when action is taken on a record with attachments, even when the record has multiple attachments. The following events are provided.
| Event | Description |
|---|---|
| attachment.read | An attachment has been read or downloaded. |
| attachment.uploaded | An attachment has been uploaded. If multiple attachments are uploaded to a record at one time, only one event is created. |
| attachment.deleted | An attachment has been deleted. This event is also triggered when the record containing the attachment is deleted. If a record is deleted that contains multiple attachments, a separate event is triggered for each attachment in the deleted record. |
| attachment.renamed | An attachment has been renamed. |
Attachment logging
- parm1: File name
- parm2: Table name
Debug attachment indexing
To change debugging options for attachment indexing, add these system properties.
- glide.ts.index.attachment.debug: When the value is set to
true, enables log messages for exceptions that occur when
indexing attachments (default is false).
You can leave this property enabled during normal operations to capture stack trace information about any exceptions.
- glide.ts.index.attachment.list_terms.debug: When the value is set
to true, logs all indexed terms when an attachment is indexed
(default is false).
[Recommended] For optimal performance, set this property to false during normal operations. Only enable this property when you are actively debugging an issue.