Passing Diary Actions

[access7]

Assigning Diary Actions

Hello everyone

Just wondered if anyone had advice for the following....

I am working with a 'Diary System' as part of a Sales database. I would like the ability to 'assign' certain diary actions to other users.

Currently on logging in to the database the DiaryPage Form loads automatically (as a subform on the MainForm). This shows a particular user's diary actions for the current week (depending on who has logged in, this variable is set on load of the diarypage form).

What I would like to do is have the ability to 'pass' / 'assign' actions to other users (i.e. have the action appear in their diary rather than the person logged on).

To create a diary action (these are set via the SubFrm_Correspondence, which sits on the Frm_Company)... there is a command button which says 'Set Diary Action', once clicked this opens up the diary form where you create the action'. Once set this should (theoretically) then appear in the persons diary who is logged on at the time.

I would be extremely grateful if anyone has the time to help me with this as I have been looking at it for the best part of 4 hours - I'm sure it is probably quite simple but I think an outsiders perspective would be very useful (sometimes its hard to see the wood for the trees as they say).

I have attached my database - It's in Office 2010 (which I have only just migrated to yesterday and I have to say, I'm loving it in comparison to the 2003 version I was using previously)

Eventually I would also like to be able to 'cc' people into the actions to so that it appears in both the diary of the user who is logged on and the 'cc' choice of user too. But, one step at a time

Many Thanks in anticipation....

 

[darbid]

I dont have Access 2010 and at this stage have not looked at your file.

Could I first understand what you want to do.

You database shows a project with a number of items that need to be done by a certain time. The items that need to be done depend on who the user is. So lets say user1 is currently there.

So now you want to assign an item of user1 to someone else. What exactly are you thinking. Do you want to add this item to another users Outlook (Tasks, Calendar, somethingelse)?

Do you have Exchange Server? Do you have shared calendars?

 

[access7]

hello, thank you very much for your response. Hopefully this will make things clearer...

When diary actions are set they are automatically 'put into' the user's diary who has logged on at that time, e.g. User1 Logs on; when setting the action it will then appear in User1's diary. On the Action Form (where the actions are set) there is a combo box labelled 'pass to' - the idea is that rather than the action going into User1's diary you can opt there to put it is someone elses diary - i.e. assign the task to them. e.g. User1 is logged on; on setting an action they 'pass to' User2 - the item (action) will then appear in User2's diary.
We are not using Outlook as the diarypage will act as the 'calendar' for the tasks that need to be done in a particular week.
I will not be 'passing' actions that are currently in someone elses diary - only at the level where the action is original set.
I hope that makes sense; please let me know if you need further clarification??

 

[darbid]

what is a "diary" then if you are not using outlook.

 

[access7]

My M.D. (who has asked for this database); wants the 'diary' to be within the access database, that appears in a certain format (as set out on the form). He is modelling it on a system that we already currently use for Credit Control purposes, logging conversations, arranging call backs etc... (I did not build that one, I'm quite new to this and unfortunately the system he is modelling it on is quite advanced). He wants the systems to be consistent from a users point of view and nobody in the company uses Outlook for tasks or calanders (not sure why, it would probably be much easier).
The database I am designing is going to be used as a Sales Contact management system - to record details of clients, or potential sales leads, to record conversations and to 'set reminders' for call backs, emails that need to be sent, post that needs to be sent, etc etc ... that's what the 'diary' will do - act as a 'reminder' for such tasks....
Does that help at all??

 

[darbid]

Ok so your question is that you have a table in a database which records tasks. These task relate to a project and also then relate to a user?

You want to know how you can CHANGE the user of a task or do you now want to have more users allocated the same task? A change is most likely easy but having many users for the same taks could mean new tables.

 

[access7]

The Diary table (Tbl_Diary) has autonumber field called 'DiaryActionID', it also has a field called 'Pass To'; which defaults to the user that has logged on. What I am trying to do is get that field to change to a different user (if one is chosen in the 'pass to' combo box on the form (Frm_Action).
I may wish to allocate the same task to more than one user, for which I am thinking of adding a new table for (this is where the 'cc' command button will come in... but one task at a time)...
I have attached a version of my database in Office 2003 in case you can look at that one (not sure what version you are using) but if you cant look at the 2010 version this may help you understand what I mean??
Thanks for the persistence though, much appreciated.

 

[access7]

Hello, thanks for your help with this one; I have now solved the problem, thank you