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Need to set MS Outlook 2002 Tasks to allow owner control over when update messages are sent

Posted on 2006-05-10
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Last Modified: 2008-03-17
I need to be able to control the sending of update messages on Tasks. I am using MS Outlook 2002. I have Options>Preferences>Task Options> Send status reports when assigned tasks are completed checkbox deselected, but there doesn't seem to be another option to allow any further control on messages going out. If I decide to change a category name, every update, even on completed Tasks, is sent out. How can I avoid this result? Is there a VBScript option to modify Tasks or add another Option checkbox?

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Question by:janthonyn
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by:David Lee
ID: 16653570
Greetings, janthonyn.

Let me make sure that I'm understanding the situation.  Are you talking about tasks that someone else has assigned to you?  If so, then I don't believe you can get any control over this.  When a task is assigned to you by someone else and they choose to keep an updated copy of the task on their task list, then Outlook automatically sends updates when you change anything on your copy of the task.  That's the only it can keep the sender's copy up to date.  Yes, using VBScript or VBA you can modify a task.  But when that task is saved, then Outlook is going to send an update to the task owner.

Cheers!
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Author Comment

by:janthonyn
ID: 16654111
I am using Outlook Tasks as a trouble ticket solution. People who send me Tasks don't want to be bothered with updates every time I save the item or change the name of a category. I need help writing a custom action that I can use with the Rules Wizard. Here is the setup:

Start from a blank rule:
   Apply the rule after I send the message
Which conditions do you want to check?:
   Uses the form name (Task Update) form
What do you want to do with the message?
   Perform a custom action (move to Deleted Items folder)

If there are updates that I need to send, I'll use Actions>Send Status Report .

---NJ
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David Lee earned 1500 total points
ID: 16654656
I understand the problem.  I just don't see a solution to it.  You're not going to be able to stop Outlook from sending task updates with a rule.  Rules only fire when an item arrives or is sent.  They do not fire when an item is saved.  
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Author Comment

by:janthonyn
ID: 16658896
If recipients set their Task options like I have, i.e. Options> Send status reports when assigned tasks are completed checkbox deselected, will this solve my problem? I'll test this solution.
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Expert Comment

by:David Lee
ID: 16659041
janthonyn,

You can also try having them uncheck the box to keep an updated copy of the task in their task list.
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Author Comment

by:janthonyn
ID: 16659359
I've tested both settings several times to several recipients and it doesn't prevent sending or receiving of updates. I don't know what that setting does. It seems to do nothing. I will keep this issue open until Monday because if another user group I'm using comes up with something, I'd like to post the answer here.
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Author Comment

by:janthonyn
ID: 16750830
I have decided to abandon the attempt to prevent Task responces and will create a custom form. Thanks.
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by:David Lee
ID: 16756403
You're welcome.  Sorry there wasn't a better answer.
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