Emailing attachments to multiple recipients based on file name

We have software that will produce reports in PDF and save them to directories based on client number and the date they were created.  The software will email reports but requires that you insert recipient emails for each report, each time it is run.  I am trying to write something that will find those PDFs and email them out on a regular basis.  The reports will always have their report number and trailing digits so multiple versions of the same report will not replace existing PDFs (ex. 0945101.pdf and 0945102.pdf).  The last 2 digits are incremented for each report with the same number.  I have emailed with attachments, used databases, and sorted through files and folders looking for changes.  I can find the files that are new and email them.  The problem is, how to setup something for us to easily manage, which format to use, and is easy for me to code.  The idea is that we would set it up once and not have to do it each time we run a report to email.

As I can see it now, there are a few possible situations for clients:
1.  One person gets all reports
2.  Individuals get one or more reports based on report number (09451*.pdf based on above example)
        Some reports may go to more than one person
3.  One or more individuals get one or more reports each and another individual gets all remaining reports
4.  A combination of any of the above

I thought about having a file or database that would allow me to designate a catch-all email (for all reports not going to specific individuals and new reports added that are not setup), an all reports email, and emails with specific reports.  I'm not sure how to structure it or how to loop through the files to attach them to email.  Let me know if I need to clarify.


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Patrick MatthewsConnect With a Mentor Commented:
Still doable, but that will certainly require that you focus on the recipient side rather than the file side.
Patrick MatthewsCommented:
Hi traigo,

I would set up a database that shows who gets what, open a recordset, loop through the users, and then
email out the reports as attachments.  Without more specific info from you, it's hard for me to get more
dspecific on the details...


traigoAuthor Commented:
One of the main problems is how to structure the data.
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Patrick MatthewsCommented:
I am thinking two tables, and assuming all the files are stored in a common directory:

UserID (PK)

UserID (PK, FK)

So, if user 123 gets 0945101.pdf, 0945102.pdf, and any that match 099*.pdf, that user gets three records in tblGetFiles:

123                0945101.pdf
123                0945102.pdf
123                099*.pdf

Base a recordset on the query:

SELECT u.*, f.FileNameMask
    tblGetFiles f ON u.UserID = f.UserID

Then loop through the recordset, and create an email message for each record, and attach 1+ file to each message.
It will be slow, but it's possible.

traigoAuthor Commented:
The files are stored in directories based on the client name and date of the reports like:


I can sort through all the files in each of the folders/subfolders and find out if they are new.  I want to send one email with all files attached to each recipient, so they won't get 20 emails. (pdfs are an average of < 20k)
traigoAuthor Commented:
So, using your database model above, how would I accomplish this including the catch-all acccount.  If I were to use *.pdf that would select all pdfs, but how would I select all pdf's not sent to an email addres?
Patrick MatthewsCommented:
I'd have to think about that; the answer depends a lot on the directory structure.  I am thinking that
getting the whole thing working is too big a scope for a single question.

traigoAuthor Commented:
Not sure if it helps but it's the only nvarchar(max) and the only field in the record larger than 254
traigoAuthor Commented:
sorry, wrong question
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