email pdf file size issues out of workflow - LF11

asked on May 23

We have a legacy workflow in LF11 that uses the Workflow built in Email action to email our ebilling/invoices. In some edge cases the PDFs being generated by the workflow email action and emailed (our entries in LF are in TIFF format only) are greater than 25Mb, creating random delivery issues due to the attachment size.

Looking for some workflow ideas to rework this process and possibly capture emails with PDFs that are too large to email and have those go to a different email process to be handled one off. In a typical month of 30,000 invoices we might have 20-30 invoices that are a problem. Small but enough to be a problem, especially as these are invoices. We tried some ideas using page count, but that is unreliable and does not match up well with file sizes.

Need to be able to generate the pdf using the same process and the Email action and checks its size before emailing....

Trying to avoid reworking the legacy processes from our billing application at this time.

Any thoughts?

Thanks

Jeff

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replied on May 25

When you Find an Entry in workflow, I'd suggest you you select these additional Properties to create a validation process for file size.

Total Document Size (The is the LF Pages Size)

Electronic File Size ((The is the Electronic Size if it was a native PDF, Word, etc basically anything other than an image file)

Has Electronic Document (Tells if a file has an electronic file)

Has Image (Tell if the file has LF pages)

As you get your documents with their size (I forget if it's Bytes or KB's it returns,) but you should be able to determine if it's it's larger than the threshold you want. If it's bytes it returns, divide by 1024 for KB's, and again for MB's.

For the files too large you could put them aside for some other form of distribution such as Manual DirectShare emails, or API call to a sharing or subscription email service that has a way to handle this. Email services typically are fairly inexpensive and also can provide the email coming from your domain and offer reporting on email success as well.

As you are using WF for distribution, you should also configure an email account for Failed emails to be sent to, as the Email Activity can't pass that back to workflow directly to be dealt with in the WF which is another reason you might look at a subscription email service

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email pdf file size issues out of workflow - LF11

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