How to send a single email notification when multiple attachments are uploaded to a Case in Creatio
Hi everyone,
I’m trying to implement a business process that sends an email notification to the Case Assignee whenever attachments are added to a Case.
Currently, I have designed a process that is triggered by an Object Signal on the Uploaded file object (Record Added event). It works fine, but the issue is that when a user uploads multiple attachments at once, the process sends multiple email notifications — one for each file.
Here’s what I’m trying to achieve:
- When one or more attachments are uploaded to a Case, send only one consolidated email notification (e.g., “3 attachments were added to Case #12345”).
- Ideally, the email should trigger once after all attachments are uploaded, not per file.
Has anyone implemented this before?
Is there a recommended way to handle this — for example, by grouping uploaded files or adding a delay to send one notification after all uploads are complete?
Any guidance, best practices, or sample logic would be really helpful.
Thanks
Like
Using a signal won't work by itself. You'd have to get creative and do something more like use a timer and look for cases with new files added since the last time the timer ran. Or keep the signal and log when an email notification is sent, so you ignore new triggers for new files within a certain time - for example, each time a file signal is triggered, check the notification log and if you already sent a notification within the last X minutes, ignore and don't send for the new files.
However, if you want the email to list the uploaded files, the first approach would likely work best IMO (using a timer to look for cases with new files since the last time the timer ran).
Or make it so you add attached files in some other way, like using a process with a dialog. The user adds as many files as they want and then the dialog closing triggers the process with the notification.
Hello,
The current process can be slightly refactored to prevent multiple email notifications from being sent when several attachments are uploaded at once.
A possible configuration could look as follows:
1) Add a Delay (Timer) element immediately after the Object Signal. Set a short delay (e.g., 2–5 minutes) to allow time for multiple uploads.
2) After the delay, add a Read Data element configured to retrieve all ‘Uploaded file’ records associated with the same Case and created within that delay window.
3) Use a Send Email element to send a single consolidated notification to the Case Assignee, listing all attachments uploaded during that period.
4) If needed, store attachment details in process parameters to pass them into the email template.
With this refactoring, the Case Assignee will receive just one summary notification for all attachments uploaded within the defined timeframe, instead of multiple separate emails.
Anastasiia Zhmud,
I don't think those steps would prevent sending the additional emails - from my reading, that would just send the same number of emails, but each one could send info on multiple uploads.
e.g. if you uploaded 2 attachments in quick succession, I believe the following would happen:
- First attachment triggers the BP, we'll call the instance created BP1
- BP1 starts the wait of 2 minutes
- Second attachment triggers the BP again, BP2
- BP2 starts the wait of 2 minutes
- 2 minutes passes
- BP1 reads that both attachments were added since the BP started, and sends the email with details of both of them
- BP2 reads that the 2nd attachment was added since the BP started, and sends the email with details of the 2nd attachment
You would need to modify either the attachment records or some other data (e.g. on the Case) in the BP and then use that as part of the condition to prevent the 2nd email being sent.