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E-mail notification of new task entry in public folders

Posted on 2008-10-17
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Last Modified: 2009-02-01
We are using a task folder located in Public Folders. Four people have access to enter new tasks in this task folder. We would like to know if it is possible for an e-mail to be generated whenever a new task is entered into this task folder
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Question by:mikcanavan
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Expert Comment

by:David Lee
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Hi, mikcanavan.

Yes, that's possible with a bit of scripting.  The script would have to be installed on the computer of each person that can enter a task.  I can provide the code if you want to go this route.
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Expert Comment

by:stefri
Comment Utility
Hi mikcanavan,
Or Right-click the PF
Properties
Tab Administration
Folder Assistant
Add Rule then Check Forward: fill-in To and select th method to be used or Rply-to with a template where To field is the target mailbox
Stefri


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Author Comment

by:mikcanavan
Comment Utility
Hi BlueDevilFan, Yes I would like to go down the script route. Thank you Stefri for you solution however I could not get this to work.
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Accepted Solution

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David Lee earned 500 total points
Comment Utility
Here's the code.  Follow these instructions to use it.

1.  Start Outlook
2.  Click Tools->Macro->Visual Basic Editor
3.  If not already expanded, expand Microsoft Office Outlook Objects and click on Module1
4.  Copy the code from the Code Snippet box and paste it into the right-hand pane of Outlook's VB Editor window
5.  Edit the code as needed.  I included comment lines wherever something needs to or can change
6.  Click the diskette icon on the toolbar to save the changes
7.  Close the VB Editor
8.  Close Outlook
9.  Start Outlook
10. Outlook will display a dialog-box warning that ThisOutlookSession contains macros and asking if you want to allow them to run.  Say yes.Start Outlook

Outlook has to be open and running on the computer this code is on for this to work.  If Outlook is not running, then neither is the code.
Public WithEvents olkFolder As Outlook.Items
 

Private Sub Application_Quit()

    Set olkFolder = Nothing

End Sub
 

Private Sub Application_Startup()

    'Change the path on the next line to that of your folder

    Set olkFolder = OpenOutlookFolder("Public Folders\All Public Folders\My Folder").Items

End Sub
 

Private Sub olkFolder_ItemAdd(ByVal Item As Object)

    Dim olkMsg As Outlook.MailItem

    Set olkMsg = Application.CreateItem(olMailItem)

    With olkMsg

        'Change the address, subject, and body on the following lines as needed

        .Recipients.Add "someone@company.com"

        .Recipients.ResolveAll

        .Subject = "New Item Added"

        .Body = "Something new was added."

        .Send

    End With

    Set olkMsg = Nothing

End Sub
 

Function IsNothing(obj)

  If TypeName(obj) = "Nothing" Then

    IsNothing = True

  Else

    IsNothing = False

  End If

End Function

 

Function OpenOutlookFolder(strFolderPath As String) As Outlook.Folder

    Dim arrFolders As Variant, _

        varFolder As Variant, _

        olkFolder As Outlook.MAPIFolder

    On Error GoTo ehOpenOutlookFolder

    If strFolderPath = "" Then

        Set OpenOutlookFolder = Nothing

    Else

        If Left(strFolderPath, 1) = "\" Then

            strFolderPath = Right(strFolderPath, Len(strFolderPath) - 1)

        End If

        arrFolders = Split(strFolderPath, "\")

        For Each varFolder In arrFolders

            If IsNothing(olkFolder) Then

                Set olkFolder = Session.Folders(varFolder)

            Else

                Set olkFolder = olkFolder.Folders(varFolder)

            End If

        Next

        Set OpenOutlookFolder = olkFolder

    End If

    On Error GoTo 0

    Exit Function

ehOpenOutlookFolder:

    Set OpenOutlookFolder = Nothing

    On Error GoTo 0

End Function

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Author Comment

by:mikcanavan
Comment Utility
Sorry for the delay.... This worked like a charm!
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Expert Comment

by:David Lee
Comment Utility
No problem.
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