I agree with Doc, the picture you paint of your actual situation changes with each post. So perhaps answer these questions to clarify what you actually have
I was trying to make things simple by keeping information on a minimum. Let's change that....
1. How many PC's are you talking about?
2. Is this going to change in the future? if so in what way?
Unlikely, but it could come up to 3 PC's.
3. Does each PC needs to refresh all the other PC's?
4. Typically how frequently is a new task added/amended/deleted?
Depending on a weekday and period of the day, but let's say in the peak - one action per minute. It is not that frequent as much as it is important for a person to see the task immediately in some cases, and if possible, to alert the user that there are new tasks if the task form is not active.
5. Are all the PC's on the same version of access/windows
Win7 and Win8. Both running Access 2010.
6. Is the form that needs to be refreshed simply for display - or do users interact with it in any way (such as scrolling when there are more tasks than can be displayed)
There are main form and subform. The main form with unbound fields and buttons to filter the tasks. Subform - continuous form that is scrollable, but users can also enter the text field to edit task description, use the right-click menu to change task date, priority, and person in charge of the task. So, users do interact with the form.
7. You have a separate form for data input in respect of tasks?
No. The same form to enter, amend, delete, and view data.
8. For context what is the corporate environment? manufacturing? call centre? help desk? trading desk? something else?
The wholesale, but the small company where there is a lot of multitasking. Tasks are not that frequent but are significant, important, and usually require an immediate response.
9. Why is it so important that other PC's are updated instantly, regardless of whether that form is actually open or anyone using the PC?
Because of the frequency of the overall activity. At peaks, there are a lot of incoming phone calls, emails, couriers coming in for orders... It is necessary to have a tool to efficiently and quickly communicate the tasks. The tricky part is passing on the task as usually when one person is free to talk, the other is not. The tasks get missed. It is not only significant to pass the information quickly, but also to make sure the user does not miss the new task during peaks. When saying immediately, it does not have to be instant in cases of tasks., Even a full minute to refresh data would be more than enough for tasks. But for the later part of the project - for the chat - immediate form requery would be necessary.
The timing is also important. Couriers are coming for collections at the agreed hour and the orders must be prepared and ready in time.
The chat incorporated into the main software is significant. We are trying to put as much information in one place as possible. Information is coming via email, landline, mobile, Viber, WhatsApp, sms... Having the tasks and the main inside-company chat in one place would significantly reduce chances for error. One-click adding tasks from chat, one-click adding order/delivery tasks and similar is a tool we are trying to produce.
In short, creating tasks and chat tool to communicate information quickly and efficiently during peaks, when there is a lot of multitasking going on.
Please let me know if there is more information you think would help you work out the solution.