General Access/e-mail question

[Guest]

Howdy,

I've been searching e-mail questions and solutions, but one thing isn't
clear to me; does Access have the capacity to automatically e-mail people on
a certain date if the e-mail address and date(s) are kept in a database? It
doesn't see that this can function unless a macro or other function is run.

Some co-workers want to be notified via e-mail when work vehicles are due
for inspection/registration. It seems the simplest way would be just to
enter those in OUtlook calendar, but questions were raised about the
viability of a database containing vehicle information that would, as
previously stated, automatically e-mail people on or before due dates.

Any input would be greatly appreciated. Thanks much.

Paul

 

[Dirk Goldgar]

Howdy,

I've been searching e-mail questions and solutions, but one thing
isn't clear to me; does Access have the capacity to automatically
e-mail people on a certain date if the e-mail address and date(s) are
kept in a database? It doesn't see that this can function unless a
macro or other function is run.

Some co-workers want to be notified via e-mail when work vehicles are
due for inspection/registration. It seems the simplest way would be
just to enter those in OUtlook calendar, but questions were raised
about the viability of a database containing vehicle information that
would, as previously stated, automatically e-mail people on or before
due dates.

Any input would be greatly appreciated. Thanks much.

Paul

This is easy enough to do, but only if certain conditions can be met.
First, the database must be opened by someone (or some scheduler task)
at least once a day -- presuming that it's necessary for inspections
coming due once a day. Since no code will run in a closed database,
someone or something must open the database so that the code can be
executed.

Second, something has to happen within the database to trigger the
notification check. You could have it done every time the database is
opened, via an Autoexec macro or a startup form, or you could have a
macro that runs the code and use a scheduler task to open the database
and run that macro.

One thing you would want to do is record the fact that a notification
has been sent, so that you don't send the same notification over and
over again.

 

[Guest]

Hey Dirk,

Thanks for the response. Made lots of sense.

Paul

 

[Guest]

Hey Dirk,

Thanks for the response. Made lots of sense.

Paul

I have done what Dirk suggests with success, using the built in access send
function. You will probably want to use some macro other than the autoexec
one, and in this macro include as the last action the quit command.

You may also want to look at a free add-in to access available at
http://www.aspemail.com/, which works better than what access provides in
some ways (speaking from access 97 usage, cannot comment on newer access
versions). For one, it can send the email in the background and doesn't
require your email program to be running to send the message.

gm

 

[Tony Toews]

You may also want to look at a free add-in to access available at
http://www.aspemail.com/, which works better than what access provides in
some ways (speaking from access 97 usage, cannot comment on newer access
versions). For one, it can send the email in the background and doesn't
require your email program to be running to send the message.

There are other alternatives.

Microsoft Access Email FAQ
http://www.granite.ab.ca/access/email.htm

Tony
--
Tony Toews, Microsoft Access MVP
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