IIF this then notify clerk...

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Guest

Hi there everyone! Lovin' livin' and livin' lovin'! Not a programmer but love
learning here.

I have a form that is used to record a distribution process and IIF certain
criteria are met/not met, a flag message appears telling the user to notify
the assigned clerk [CSR] for clarification. I've been asked if it is
possible to have some sort of notice sent (email, popup msg, autogenerated
report, etc.) to the assigned clerk. I can create reports etc. but don't want
someone to have to remember to run them.

What are some of the easier methods? We use Lotus Notes for email. One
option is to record the flags and when the clerk opens the DB, IIF the
criteria are met, pop up a report. But, best case scenerio is some way to
say, "Hey, look at this."

Not sure if this is possible for a novice like myself but would like to try
to resolve this issue.

Thank you in advance for your time and consideration.
 
There are a lot of different ways to do this. E-mail would be good, but I
never used Access with Lotus Notes, so I don't know what the issues might be.

Now, here is a concept to consider. If the clerks will be running a copy of
the application, you could set it up so when a message needs to be sent to a
clerk, it would pop up in their application.

Rather than bore you with the details if this is not workable for you, I
will wait for you to post back with interest, and I will descibe how to do
this.
 
Hi Klatuu,

Thanks for the reply. It appears short of email that when the file is
opened by the clerks would be a good time to have the autoexec macro open a
message or report IIF they have any items to be notified about. Sound like
what you're talking about?

Yes, please, let me know what you think as I'm interested in doing it the
best way possible and would appreciate your help.

Thanks!
--
Bonnie


Klatuu said:
There are a lot of different ways to do this. E-mail would be good, but I
never used Access with Lotus Notes, so I don't know what the issues might be.

Now, here is a concept to consider. If the clerks will be running a copy of
the application, you could set it up so when a message needs to be sent to a
clerk, it would pop up in their application.

Rather than bore you with the details if this is not workable for you, I
will wait for you to post back with interest, and I will descibe how to do
this.

Bonnie said:
Hi there everyone! Lovin' livin' and livin' lovin'! Not a programmer but love
learning here.

I have a form that is used to record a distribution process and IIF certain
criteria are met/not met, a flag message appears telling the user to notify
the assigned clerk [CSR] for clarification. I've been asked if it is
possible to have some sort of notice sent (email, popup msg, autogenerated
report, etc.) to the assigned clerk. I can create reports etc. but don't want
someone to have to remember to run them.

What are some of the easier methods? We use Lotus Notes for email. One
option is to record the flags and when the clerk opens the DB, IIF the
criteria are met, pop up a report. But, best case scenerio is some way to
say, "Hey, look at this."

Not sure if this is possible for a novice like myself but would like to try
to resolve this issue.

Thank you in advance for your time and consideration.
Click to expand...
Click to expand...
 
That is sort of what I am talking about. You could do it in the autoexce.
You would just have to run code or another macro that would find any messages
for them and put it on their screen.

You will need a table that has the clerk's user id and whatever other
information you need to send them. When you need to assign them a task, then
you would have to add a record to the table with their user id.

Then when you run the code on start up, it would need to capture their user
id, use it as a filter in a query on the table and if any records are
returned, pop up a form with the records in it.

When they complete a task, perhaps a Completed button on their form would
delete the record so it would not come up any more, or mark it as completed
if you need to save the history.

Now, if you want to get really sophisticated with it. You could use most of
what I describes above, but code it so that even if the clerk's application
is running they would get a message if a task got assigned to them.

To do that, you would have to have a form that never closes (it could be
hidden). It should have a Timer event that would check the table
periodically to see if there were any new tasks assigned and present a
message box if there were. In this case, you would have to have a field in
the table that would indicate the message had been read so it wouldn't keep
popping up at every timer interval until they got a chance to complete it.

sometimes I amaze myself :)
and other times I just embarrass myself :0

Bonnie said:
Hi Klatuu,

Thanks for the reply. It appears short of email that when the file is
opened by the clerks would be a good time to have the autoexec macro open a
message or report IIF they have any items to be notified about. Sound like
what you're talking about?

Yes, please, let me know what you think as I'm interested in doing it the
best way possible and would appreciate your help.

Thanks!
--
Bonnie


Klatuu said:
There are a lot of different ways to do this. E-mail would be good, but I
never used Access with Lotus Notes, so I don't know what the issues might be.

Now, here is a concept to consider. If the clerks will be running a copy of
the application, you could set it up so when a message needs to be sent to a
clerk, it would pop up in their application.

Rather than bore you with the details if this is not workable for you, I
will wait for you to post back with interest, and I will descibe how to do
this.

Bonnie said:
Hi there everyone! Lovin' livin' and livin' lovin'! Not a programmer but love
learning here.

I have a form that is used to record a distribution process and IIF certain
criteria are met/not met, a flag message appears telling the user to notify
the assigned clerk [CSR] for clarification. I've been asked if it is
possible to have some sort of notice sent (email, popup msg, autogenerated
report, etc.) to the assigned clerk. I can create reports etc. but don't want
someone to have to remember to run them.

What are some of the easier methods? We use Lotus Notes for email. One
option is to record the flags and when the clerk opens the DB, IIF the
criteria are met, pop up a report. But, best case scenerio is some way to
say, "Hey, look at this."

Not sure if this is possible for a novice like myself but would like to try
to resolve this issue.

Thank you in advance for your time and consideration.
Click to expand...
Click to expand...
Click to expand...
 
Hi Klatuu,

I've read your posts and you've helped me before so I'll vote for the
amazing category. I'd love to do the timer form. I've done a timer once
before so I grasp the idea. Any code you have would be great. Not sure how
to write that. I can do the hidden form and use autoexec macros. I just
need the timer and how to know which records need the field updated.

Thanks for your advice, hope to have your help.
 
First, you set the timer interval in the Load event of your form
Sub Form_Load()

' Do whatever you need to get the user name where it is visible to the
Timer event
Me.TimerInterval = 300000 ' = 5 minutes (1000 = 1 sec)
Call Form_Timer 'So we check for messages as soon as we open the form
End Sub

Now the Timer event will fire every 5 minutes

In the timer event, we will check for messages for the person. We need to
know the user id. The names are all made up, so you will have th change
them. We use the DCount to see if there are any messages for the user that
have not been read.

Sub Form_Timer()

If DCount("*","MessageTable","[User_ID] = '" & UserID & "' And
[Message_Read] = 0") > 0 Then
DoCmd.OpenForm frmMessageCenter, , ,"[User_ID] = '" & UserID & "'
And [Message_Read] = 0"
End If
End Sub
 
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