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Ideas for a Workflow

posted on July 14, 2022

Hello, I have this Business Process on LF Forms that collects documents for a report. Those documents are saved into the repository and then a workflow is started which will send email notification with the documents attached.

My issue is when the attachments are more than 25MB, it will bounce back to an email that no ones is monitoring. Besides sending a link to the folder (the user don't want this option) what other ways I can achieve this?

I was thinking maybe counting the total size of all the documents and make a conditional decision that will send a zip file instead of the individual documents. Is this feasible? Is there a better way or function that I not aware that can help in this case?

Thanks,

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replied on July 18, 2022

I agree with the other comments here. If your email system is blocking anything over 25MB, there's a good chance security settings would also block ZIP files anyway.

In practical applications, the attachment limit is actually less than 25MB because headers and other things get added that will increase the size of the email.

In my experience I've had to limit the total file attachments to 20MB or less to ensure I don't get any kickback from our expected recipients.

Honestly, the folder link is really the ideal way to handle this because you shouldn't be sending anything that large via email, but if they can't be sold on that, then the only option would be break it into smaller chunks for each email, and that is going to get very complicated.

When you set attachments for a Workflow email activity, you either need to send everything, or specifically attach every item in the configuration so it can't be that dynamic without SDK Scripts.

You'd likely have to do something like loop through each file and keep track of the file sizes, move them into subfolders until you hit your limit and start a new subfolder.

Then, iterate through your subfolders and attach everything from the subfolder in each email you send.

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replied on July 18, 2022

That would be a limit of your email server. You could limit the file size uploads in forms to 25 MB each  and then use the workflow to send those documents one at a time by email. Not ideal, but it would be somewhat of a solution. Indeed there is no guarantee that the zip file would not exceed 25 mb so that is not workable..

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replied on July 15, 2022 Show version history

How about putting logic in the form that will alert the submitter that their uploads have exceeded the maximum allowable size for email?

Even zipping the files is not going to guarantee that the resulting zip file would not exceed the email limit.

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