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Description


There is sometimes the need to limit the capability to add attachments to a particular record type in the system.  This is a feature in which the system does support but doing so may not be an intuitive process.  The usual way to do this is through the addition of an attribute to the table on which the attachment limit is needed.

Alternatively, a table may already be configured to restrict the uploading of attachments to that record type and the administrator needs to configure the system to allow attachments on this record type.

This article will proceed to describe the steps needed to perform both of these actions.

Procedure


The steps to disable the addition of attachments will be covered first, followed later in this article by the steps to re-enable the addition of attachments for a record type in which this has previously been disabled.

 

Disable addition of attachments for users on a specific table

To begin, log into the instance with an account having admin rights to that instance.

Next, open a record which is currently found in the table on which attachments are to be restricted.

Click the contextual menu for that record (commonly called the Hamburger menu) and select the Configure option.

From the sub-menu that appears from this menu, click the option titled Dictionary.

 A list of Dictionary records associated to this specific table will appear.  Locate the record in the list that has a Type field listed as "Collection".  This record will also be noticed to be the record in the list that has no Column name.

Click the Information icon for this record to open the record for editing.

Collection record for Incident table

This Dictionary record will then open for viewing and editing.

In the Related Links for this record, click the link titled Advanced view.

After a moment the same record will reload using the Advanced form.

Locate the Attributes text area field for the record.

If this field is currently empty, simply type the text no_attachment in the field.

If there is already found text in this field, type a comma (,) after the last letter already in the field (unless there is already a comma in that position) and add no_attachment immediately after the comma character.  There should be no spaces included before or after the comma.

No Attachment attributed added to Dictionary record

Click the Update button.

After doing this, the attachment icon and options in the menu will no longer be found and users will no longer be enabled to add attachments to this record type. 

 

Re-enable Attachments for users on a specific table

To instead re-enable the inclusion of attachments on a specific record type, you would perform the following similar steps:

Log into the instance with an account having admin rights to the instance.

Open any record which is currently found in the table on which attachments are to be re-enabled.

Click the contextual menu for that record and select the Configure option.

From the sub-menu that appears, click the option titled Dictionary.

 A list of Dictionary records associated to this table will appear.  Locate the record in the list that has a Type field listed as "Collection".  This record will also be noticed to be the record in the list that has no Column name.

Click the Information icon for this record to open the record for editing.

This Dictionary record will then open for viewing and editing.

Click the Attributes tab of the record.

Attributes Related List

A related list of the attributes currently associated to this table should appear.

Locate the attribute which shows in the Attribute column as no_attachment and click the Information icon for this record to open it.

Click one of the two Delete buttons which are found on the form (one near the upper right of the record and the other near the bottom left of the record).

Dictionary Attribute Record

At the Confirmation box that appears, click the Delete button to confirm you want to delete the Dictionary Attribute record.

After a moment the screen should return to the Dictionary record, with the attribute no longer included in the Attribute list for the record.

Click the Back button on the record.

End users should then immediately be able to add attachments to the record type on which this modification was applied.

Additional Information


The following Docs site page briefly describes this and several other configurations that can be performed on an instance in regards to record Attachments:

https://docs.servicenow.com/bundle/geneva-servicenow-platform/page/administer/form_administration/reference/r_AdministeringAttachments.html#ariaid-title7

Article Information

Last Updated:2018-11-20 16:39:17
Published:2018-11-21