asked on

Send Reminder Agent

Experts,

II am looking for a simple lotusscript (or formula) that will send an email to "more than one person" that will be listed in a "Task Owner" field. Basically, the agent should do the following:
1. find documnets where the status is not equal to completed
2. send reminder on a weekly basis, once the DueDate is overdue, but monthly otherwise
3. include the TaskName in the reminder
4. Include the database name (instead of the server name -- so using the principle property

I tried to use some old LS agents I had, but nothing seems to work -- probably because the other agents were overkill.

Does someone have something similar -- I can probably tweak to make it work for me.
Thanks in advance.

ASKER CERTIFIED SOLUTION

mbonaci

membership

This solution is only available to members.

To access this solution, you must be a member of Experts Exchange.

Start Free Trial

AliciaVee

ASKER

mbonci,

This agent looks great! (short and simple to understand).
I have a computed field called "People" that grabs the task owners and uses the following code:
@Name([Abbreviate];ObjTaskPerson)
Since I want two different forms, searched for due dates, I put the People computed field on each form (it should grab multiple names if more than one person is assigned to the task? Please confirm)
I also have a similar computed Subject field that grabs the task name.

I've made a couple of tweaks, as shown, and when I tried to run it, I get an error that states:
"Notes Error: No names found to send mail to"

this is also the data shown after "run" of the agent:
Started running agent 'ReminderWeekly' on 02/06/2011 11:54:18 AM
Running on all documents in database: 10 total
Found 10 document(s) that match search criteria
Ran LotusScript code
Done running agent 'ReminderWeekly' on 02/06/2011 11:54:22 AM

I have made 1 document late -- assigned to me, so I should get a reminder, but yet the info above says the agent found 10 doucments -- does that mean 10 documents were searched to identify if the reminder should be sent, or will all 10 get this reminder?

I'll hold off doing anymore testing until I hear from you -- since I don't want others on the tasks getting the test reminders (thanks!)

AliciaVee

ASKER

Oops-- forgot to show the agent/tweaks. I simply changed the a few of the constants (Complete from Completed; People in the RecipeintsFieldName and changed the Subject)

      Const STATUS_FIELD_NAME = "Status"
      Const COMPLETED_STATUS_NAME = "Complete"
      Const DUE_DATE_FIELD_NAME = "DueDate"
      Const RECIPIENTS_FIELD_NAME = "People"
      Const MAIL_SUBJECT = "Objective Task is not 'Complete'"
      Const TASK_NAME_FIELD = "Subject"

Sub Initialize()
	Const STATUS_FIELD_NAME = "Status"
	Const COMPLETED_STATUS_NAME = "Complete"
	Const DUE_DATE_FIELD_NAME = "DueDate"
	Const RECIPIENTS_FIELD_NAME = "People"
	Const MAIL_SUBJECT = "Objective Task is not 'Complete'"
	Const TASK_NAME_FIELD = "Subject"
	
	Dim s As New NotesSession
	Dim db As NotesDatabase
	Dim c As NotesDocumentCollection
	Dim cur As NotesDocument, mail As NotesDocument
	Dim body As NotesRichTextItem
	Dim dueDate As NotesDateTime, todaysDate As New NotesDateTime(Today)
	Dim found As Boolean
	
	Set db = s.CurrentDatabase
	Set c = db.UnprocessedDocuments
	
	If c Is Nothing Then Exit Sub
	If c.Count = 0 Then Exit Sub
	
	Set cur = c.GetFirstDocument
	Do Until cur Is Nothing
		
		If cur.GetItemValue(STATUS_FIELD_NAME)(0) <> COMPLETED_STATUS_NAME Then
			Set dueDate = New NotesDateTime(cur.GetItemValue(DUE_DATE_FIELD_NAME)(0))
			If todaysDate.TimeDifference(dueDate) >= 0 Then		'if due date is passed or it's today
				
				'here we create temporary document for mailing (without saving it)
				Set mail = New NotesDocument(db)
				Call mail.ReplaceItemValue("SendTo", cur.GetItemValue(RECIPIENTS_FIELD_NAME))
				Call mail.ReplaceItemValue("Subject", cur.GetItemValue( TASK_NAME_FIELD )(0) + MAIL_SUBJECT)
				Set body = New NotesRichTextItem(mail, "Body")
				Call body.AppendText(cur.GetItemValue( TASK_NAME_FIELD )(0))
				Call body.Addnewline(2)
				Call body.AppendText("Click on this link to open the document:")
				Call body.AddTab(1)
				Call body.AppendDocLink(mail, "Document link")
				
				Call mail.Send(False)
			End If
		End If
		Set cur = c.GetNextDocument(cur)
	Loop
	
End Sub

Open in new window

AliciaVee

ASKER

mbonaci -- was off on a business trip -- am back and will look at this in a day or so. Thanks!!