How can I set a "Follow Up" reminder? 1

[MeGustaXL]

Hi there,

I use a database as a Fault Recording and Corrective Action System (FRACAS).

Others raise incident reports, which I enter into the database, with a Follow Up date of (usually) 2 working weeks from the date raised.

Trouble is, my memory ain't so good, and I consistently let things slip for days or even weeks before chasing them up!

How can I set an automatic reminder, say an e-mail to myself on the action day, or a flag in my Outlook calendar?

Any help appreciated

Chris

If yer see a Rook on 'is own, im's a Crow. If yer sees a flock o' Crows, them's Rooks - My Uncle Cecil

 

[Najemikon]

I design and use a very similar system, and hit the same issue. The basic problem with a reminder system is you need a query to run at regular intervals. I got around it with two options:

1) Create a start-up form attached to a query that shows items due today and within the next couple of days. A bit like Outlook's today page. I had a routine that if the query returned no results, it could go straight to the main menu. The problem with this, is that users can become conditioned to seeing it as something that needs to be clicked on, rather than an alert.

2) As you already mentioned, for each record, automatically create an Outlook appointment. I also have a field for another user name, who is designated as a supervisor, and I send emails to them when the record is updated, therefore naturally causing someone else to be vaguely interested in the progress. If the deadline is in danger of being missed, maybe they'll spot it.

Here's an example to create an appointment, that can be called by a button, or perhaps the close event of your form:

Dim UserName As String, varOutlook As Object
Dim myApp As Object
Dim myItem As Outlook.AppointmentItem

Set myApp = CreateObject("Outlook.Application")
Set myItem = myApp.CreateItem(olMeeting)

With myItem
.Subject = MySubjectField
.Body = MyDescriptionField
.Start = MyDateField
End With

myItem.Display

Hope that helps. I've probably missed something important, but it should get you started!


Jon

 

[MeGustaXL]

Thanks Jon; STAR for you

I've given your code to the Access guru who created the database so he can weave it in, and I'll let you know how it works.

Thanks again,



Chris

If yer see a Rook on 'is own, im's a Crow. If yer sees a flock o' Crows, them's Rooks - My Uncle Cecil

 

[MeGustaXL]

Yep, that's just what I wanted - Guru set it up and when I close the form after raising the report, it sets an appointment in my Outlook calendar for two weeks hence; BRILLIANT!

Thanks again Jon

 

[Najemikon]

Glad it worked! That code can be easily adapted for tasks and emails in Outlook too. Beware though that if you try to automatically send an email ("myitem.send"), it may trigger the Outlook Object Model guard. I find it easier all round to always use the display first option.


Jon