This is complex enough that you need to commit something to paper as a design that will answer questions like "Who sends the mail" "How is it sent" "When is it sent" etc. Once you have those requirements enumerated, then go back and in a series of refinements, decide how to implement the requirements including use of Access, use of some other program (like Outlook), steps of entering the requirement, steps of relaying / informing of the requirement, steps of reporting the requirement, etc. Also, perhaps LOGGING the steps as they occur (if this is something the big boss wants to see) as in, who created the requirement, who sent the notice, who is responsible for the action to close the notice, etc.
The point I am making here (I hope) is that you have a complex problem on your hands and we won't be able to write it for you. You already have an infrastructure in place. But we can make suggestions on approaches on this facet of the problem. We can point you in various directions as needed. But you are the person who supposedly KNOWS the requirements. Or at least, you are the person asking about this problem, which must therefore have been dropped in your lap, so you have some responsibility for it.
I'm not washing my hands of this at all. I'm merely pointing out that it won't be trivial and all we will be able to do is "coach from the sidelines." So when getting up your expectations, include that you would be doing some serious design and implementation work. I said earlier, and meant it, that there are many ways to skin this particular cat. Your first step will be to lay this out so you can start including or excluding available functional resources like mail programs, other in-house utilities, whether you CAN use certain features (due to IT-imposed security rules), etc. Basically you have TOO MANY choices of which way to go and need to do a process of elimination for some of the steps so that you CAN decide which way to go.