Need overview of the challenge

[Guest]

Each fall, we mail more than a thousand endowment reports produced by the
Access 2000 database I have built over several years. To reduce the
logistical and cost burden of mailing 3500 pages, I would like to begin
offering the reports as PDF attachments to emails. However, before we
solicit email addresses for this purpose, I need to make sure I can pull it
off reliably. So, my plan is 1) to build the ability to do it and then 2) in
this fall's mailing announce the option (for 2007) and ask for email
addresses. Sooo... I would like very much to hear overview advice on how
best to make it work.

I am in Windows 2000. Our email client is Outlook.

Is it possible to train Access to print each report to PDF, assemble the
email with the attachment, and just do it? (I imagine the answer is, Yeah,
right...) What are the major components of such an operation?

Failing that, what major programming pieces do I need to bring together?

Overview is all I can use right now. Needless to say, I'll be back with
particular issues!

Thanks!

 

[Douglas J. Steele]

It's definitely doable. However, I don't have sample code I can give you.

I know that Arvin Meyer does something along these lines: I'll ping him and
see if he can offer suggestions.

 

[Tony Toews]

Is it possible to train Access to print each report to PDF, assemble the
email with the attachment, and just do it? (I imagine the answer is, Yeah,
right...) What are the major components of such an operation?

Yes, all doable.

A2000ReportToPDF is an Access 2000 database containing a function to
convert Reports and Snapshot files to PDF documents. No PDF Printer
driver is required.
http://www.lebans.com/reporttopdf.htm

However you want to limit reports to each individual person. You
can't use the Where clause of the familiar docmd.openreport because
that's not available using the Leban's approach.

You could use technique where the report's query references value from
a form which isn't suitable for your situation. Although, for
example, this approach would work for a report for a particular
customer and range of dates.

For a page on how to print a report for a single record and how to
generate reports to attach to emails see the Emailing reports as
attachments from Microsoft Access page at
http://www.granite.ab.ca/access/email/reportsasattachments.htm

Now you have a .PDF file containing the report specific to that email
address.

To email the file there are a number of approaches some of which are
Outlook specific. See the Outlook specific links at the Access Email
FAQ at my website.
http://www.granite.ab.ca/access/email/outlook.htm

Tony
--
Tony Toews, Microsoft Access MVP
Please respond only in the newsgroups so that others can
read the entire thread of messages.
Microsoft Access Links, Hints, Tips & Accounting Systems at
http://www.granite.ab.ca/accsmstr.htm

 

[Arvin Meyer [MVP]]

We create, merge, and email as many as 1200 PDF purchase orders a day.
Forget using the traditional Adobe Acrobat software to do this. It is far
too slow. Fortunately, better tools are available, and they are far cheaper
than Adobe.

First you want a reader that will load fast. Try Foxit:

http://www.foxitsoftware.com/pdf/rd_intro.php

Next, you'll want a high-speed PDF maker. I use Win2PDF:

http://www.win2pdf.com

Last, you need a class that will quickly feed the reports singly to the PDF
software and store and email them. For that, I use Steve Arbaugh's Mail and
PDF class:

http://www.groupacg.com/ACGFile.htm

I use the ProPlus version of the class because I do some very sophisticated
merging with PDFs from other vendors, but you may only need the Pro version.
Steve includes enough code and set-up information to get you started, and I
can help you if you have specific questions.
--
Arvin Meyer, MCP, MVP
Microsoft Access
Free Access downloads
http://www.datastrat.com
http://www.mvps.org/access

 

[Guest]

THANK YOU ALL! This is precisely the level of guidance I need at this point,
and over the next few weeks I will forge ahead. Thanks in particular to
Arvin Meyer for offering to answer questions. I'm sure I will have some.

Best regards.