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How can I email users from multiple contact drop down lists on same form

Posted on 2014-09-15
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Last Modified: 2014-10-08
Hello,

Access 2010
I have a form that has multiple dropdown lists (same user contacts in all) that are then displayed on the form as team members for a task.  I would like to send an email notification to those user when they are selected for a task. There is a Save and Close button that is clicked when the form is complete.

Thank you in advance!
1212pro
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Question by:1212pro
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Sheils earned 2000 total points
ID: 40323870
This can be done by using vba coding on the after update event of the form.

Create a module and paste in the following code

Public Function SendEnail(strRecipient as String,strSubject as String,strBodyText as string)

Dim olApp As Object
Dim objMail As Object

On Error Resume Next 'Keep going if there is an error

Set olApp = GetObject(, "Outlook.Application") 'See if Outlook is open

If Err Then 'Outlook is not open
Set olApp = CreateObject("Outlook.Application") 'Create a new instance of Outlook

End If

'Create e-mail item
Set objMail = olApp.CreateItem(olMailItem)

With objMail

'Set body format to HTML
.BodyFormat = olFormatHTML
.To = strRecipient
.Subject = strSubject
.HTMLBody = strBodyText
.send

End With

MsgBox "Email Send successfully"

End Function

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Then call the send email function from the afterupdate event of your form.
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Author Comment

by:1212pro
ID: 40323977
Hello Sheils,
I'm pretty much a novice at this.  How will outlook know where to look for the email addresses of the team members?  Here are some screen shots of what I have.Team-1.docx
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LVL 16

Expert Comment

by:Sheils
ID: 40324068
You need a table t store the name and email address of all your contacts.

Let's call that tblContact and it will have the following fields:

fldContactId, fldContactName,fldContactEmail

Then you can use the following code to call the sendemail function

Private Sub Form_AfterUpdate()

Dim strEmailAddress as string
Dim strSubject as String
Dim strBodyText as String

strEmailAddress=DLookup("fldContactEmail","tblContact ","fldContactId=" & Me.cboDelegatedTo)
strSubject ="New Task"
strBodyText ="You have a new text"

Call SendEnail(strEmailAddress,strSubject,strBodyText)

End Sub

Open in new window


This code is just to send email to the person in the delegated to combo. I assume that your combo box is bounded to the id of that person which should come from the contact table.

Once you've got that working and understand how the code works I will help you expand it to also send email to all team members. However, I note that it will be much easier to use a team member table and then use a teammember subform on your main form. In addition to making your code easier it will also give you the flexibility of have bigger teams if necessary.

The tblTeamMember should have the following fields:

fldControlNumber,fldTeamMember (lookup fldContactId in tblContact).
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