Automatically Email a Person Based on Form Fields

[Summit]

Now from what I've read, I know that Access cannot actually completely automatically email people. If I have to press a button for these emails to go out, that is fine.

Basically, a user will enter observations about someone, and there is a field on the form to enter who made the observation (drop down menu), and to enter a follow up date. There is an autoexec command which prompts these observation forms to come up when you open the database if the follow-up date is due. This way users can easily see when a follow up needs to be dealt with. However, not everyone has access to my database, so I would like these follow ups to be emailed to the person who entered them (pdf format). I have a table which lists all users and their email addresses. I just don't know how

Any help would be appreciated, thanks!

 

[pbaldy]

It would be easy enough to automate. You'd create a VBA function that does the process then quits the db, call the function from an autoexec macro, and open the db from Windows Scheduled Tasks. This should get you started on the process:

http://www.granite.ab.ca/access/email/reporttomultiplerecipients.htm

 

[Summit]

It would be easy enough to automate. You'd create a VBA function that does the process then quits the db, call the function from an autoexec macro, and open the db from Windows Scheduled Tasks. This should get you started on the process:

http://www.granite.ab.ca/access/email/reporttomultiplerecipients.htm

Thanks, I'll take a look at that. I am incredibly new to VBA and coding in general. This database (which is my first database) is my first attempt at any sort of coding and I am trying to wrap my head around it.

 

[pbaldy]

No problem; feel free to ask what something is doing if you don't understand. There are some "extra" things in their code that I think confuse matters, but it should be a good learning experience.

 

[Summit]

I'm trying to read that link, I understand some of it, but I don't think I'm wrapping my head around it.

If I am reading that correctly, the link is talking about emailing reports. The way I have it set up at the moment, is that an internal database alert pops up on start up if there are records that need to be looked at (by entered follow up date). This form links you to another form (based off a filtered query by <=Date()) which lists all records that are due. This form is what displays all the information that the person who entered it requires. It is that particular record (form) that I want emailed to the person who entered it upon the due date.

I'm not sure if what I said makes any sense. I could post my database if that helps.

 

[pbaldy]

You said you wanted to send something in PDF format, which would be a report. You said you didn't think it could be done automatically; I'm telling you it can be. The query the second form is based on gives you the desired records to email, does it not?

 

[Summit]

Yes the query does give the desired information. Below shows the Form that I am talking about, and the query it is based on.

 

[pbaldy]

If you want to send a PDF, create a report based on that query and then you can filter/send it using the methods in the link.

 

[Summit]

If you want to send a PDF, create a report based on that query and then you can filter/send it using the methods in the link.

Alright, awesome. I'll take a look at it later this week. And again, that you very much for the help, I do appreciate your patience, especially since I am new to all of this.