Getting Access 2016 to send email based on scheduled servicing dates in an equipment register.

Question

Hello,

We use Access 2016 for managing various aspects of our work, and would like to work out how to have emails automatically sent to certain staff members 2 months prior to servicing being due on various pieces of equipment.  We would only like the email to be sent once per item.  We have an 'equipment register" table with a "next service" field that it would be based around, and I can add a table with staff/email addresses.  We use Outlook as our email system.

Any help/advise would be great.

Many thanks,

Rob

Answer 1

Is that really the best idea? Or would it be better to have a "upcoming service" form or report that shows when the application starts. Then everyone can see every day what is upcoming. Another alternative is to use the Reminder feature of Outlook itself.

Assuming you really want to go the email route, the next thing you will need is working knowledge of queries and VBA. If you don't have that, you may have the hire the necessary talent.

This code would run at startup of your application and checks if any reminders need to be sent that have not yet been sent. It then sends the emails (maybe it's a simple report that can be sent using DoCmd.SendObject) and updates a table that they have been sent. This flag also needs to be cleared again at some point (maybe after the maintenance is done, so it will be triggered again at the next interval.

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-Tom. Microsoft Access MVP

Answer 2

Thanks Tom,

I hadn't considered an "upcoming service" report to appear on start up, and that may work nicely.  We have a good working knowledge of queries, and an increasing knowledge of VBA, so are not stressed about having to work out/write the code, but will look into the upcoming service report and see if that works instead. 

Rob 

Answer 3

Hello Rob,

Has your issue been resolved? I suggest you mark helpful post or your solution as answer to close this thread if your issue has been resolved.

Regards,

Celeste

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