Emails alerts from back end

[Guest]

Hi to all!

I've built a front end/back end batabase for our small company (10 users).
It handles goods in out, works orders, etc. I'm now looking to set up an
alerts system that emails users when eg: a works order is due.

The only way i can think to do this is to have the back end open all the
time on the server and running loops to check for the dates and times of
certain entrys, then send emails from the server accordingly.

This seems like a messy way to do things. Has any one got any onther
solutions? Maybe there is some third party software to link between the
backend and the servers email?

TIA

Rico

 

[Douglas J Steele]

"have the back end open all the time on the server" doesn't really make
sense in terms of how Access works.

Access isn't a server-based application: realistically, all you're doing is
storing a file on the server, and connecting to that file from each of your
front-ends.

You need some way of opening an application that runs code on a regular
basis to see whether there's data in the back end that needs to be reacted
to. This can be a front end on someone's desktop that's always open.

 

[Ron2006]

A similar approach to Doug's is to have a separate mdb.

Have this mdb linked to the backend tables
Have a macro that runs queries and code to determine if there is
something that qualifies.

You may need another table that tells when this ran the last time so it
know how far back to go.

have it email the notices.

Call this mdb/macro from the scheduler on a PC that is always up during
the hours that you want this to run.

Now for possible problems or challenges:
If you use Outlook, then
1)outlook has to be open so as to send the email as opposed to storing
it in the outbox.
2) outlook requires manual intervention to send the email unless you
get 3rd party stuff to respond to it or have the security setting for
the email server set differently for that machine.

All of the solutions have drawbacks/implecations, now you get to decide
which ones you want to live with.

 

[Guest]

Thanks Douglas,

yea it makes no sense to me now you mention it, i think you've helped me
break my mental block on this problem tho, i have a few ideas now. Thanks
again

Rico

 

[gee664]

Can't you use VBA in Outlook (referencing the Access object - to access
the backend tables) to check and then generate emails?

 

[Guest]

Hi Rico,

Were you able to solve the situation...and if its not too much trouble can
you explain to me what you did, because I am in the same situation and do not
really know that much about access. But, I have developed a database that
just needs to check the dates of when the contract was signed and send out
alerts either by email or through screen popups every 6, 18, and 36 months.

Thanks for you help in advance,

Mikhail