Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people, just like you, are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
Solved

outlook attachment automation

Posted on 2014-12-08
8
117 Views
Last Modified: 2014-12-15
I have a user request to automate a process.
We receive a single email with 20 or so attachments. Each attachment has a unique file name.
They normally forward on the individual attachment to a email address based on the attachment name.
So attachment name = email address.

Is there a way to forward on a single attachment from a email with multiple attachments based on the file name?
0
Comment
Question by:MB-tech
  • 4
  • 4
8 Comments
 
LVL 18

Expert Comment

by:Simon
ID: 40488345
How is the attachment name related to the email address? Is it exactly the same, or with ".txt" or some other file extension on the end?
What are the attachments? e.g. are the Excel files, text files, email .msg format?
0
 

Author Comment

by:MB-tech
ID: 40489954
Attachment name would be a series of numbers, like an account number. The attachments are PDF files.
I was thinking along the lines of if attachment name was 123456.pdf then send that to abc@xyz.com.

If it was one attachment per email it would be a lot simpler but multiple attachments per mail all needing to go to different email address's has me stumped.
0
 
LVL 18

Expert Comment

by:Simon
ID: 40490054
It sounds like you must have a separate table (in Excel, Access or some other format) with the
AccountNumber and Email address fields?
Would it be acceptable to 'drive' the process from the other application, by clicking a button for example? Or, is the user looking for a 'rule' type solution in Outlook/Exchange?

I do two not dissimilar and currently separate processes at the moment:
1. Using VBA in Excel to pick an Outlook folder and process all emails in it, validating and saving the attachments
2. Using VBA in MS Access to make Outlook generate and display or send emails for each file in a folder, with the recipients based on the attachment names.

Does the user have particular requirements around the personalisation, formatting and content of the email message that should go to each individual recipient?

If what you've read so far is on the right lines...
Which version of Office and what platform is your user on?
How many of the incoming emails are there per day, and would they be in a dedicated folder, or would it be necessary to search through the inbox for messages to process?
0
What is SQL Server and how does it work?

The purpose of this paper is to provide you background on SQL Server. It’s your self-study guide for learning fundamentals. It includes both the history of SQL and its technical basics. Concepts and definitions will form the solid foundation of your future DBA expertise.

 

Author Comment

by:MB-tech
ID: 40490173
Happy to drive the process from a separate application. I could dedicate a VM to this and just let it run.
I did not think Outlook could handle this as a rule type situation. Would be nice but feel it would be pushing the limits.

I have seen a process that can extract all the attachments and put them into a folder. Then all that would be needed is a process to pick them up one at a time and email based on the file name.

No requirements around presentation.

We can use any version of office needed, and any OS. Standard is Office 2013 and W7.
We could create a dedicated folder/email address/account.
0
 

Author Comment

by:MB-tech
ID: 40490197
Frequency is only once a month. So while not high, it's more about accuracy and removing yet another mundane task from a user.
0
 
LVL 18

Expert Comment

by:Simon
ID: 40492692
Sorry, I didn't get a notification that you'd responded. I can post some code tomorrow, unless someone else wants to jump in first...
0
 
LVL 18

Accepted Solution

by:
Simon earned 500 total points
ID: 40494426
Hi, please try the attached.

By default, It looks for a folder in the user's inbox named "ForwardMe" that emails that you want to scan for attachments should be moved into by a rule (or manually). You can blank the default value out to be prompted to pick a source folder of your choice from within your mailbox when it runs.

You will need to populate the table that correlates account numbers with email addresses.

After a single successful run it will set the repeat interval to the one you specify, but if it encounters errors it will always reset it to zero so it doesn't keep running.

It will stop and display an error in the message area and its event log if it encounters an attachment with a name that has no corresponding email address.

I've cut this down to keep this example as simple as possible, but it can easily be updated to use a template email if the outgoing emails that it sends need to have particular formatting or personalised content.
ScanFolder-ForwardAttachments-v001.accdb
0
 

Author Comment

by:MB-tech
ID: 40501915
Hi Simon,

I'll need to get one of the DB guys onto this. I would say it looks good, but I would not know.

but many many thanks. I am sure it will be great. I will let you know how we go.
0

Featured Post

PRTG Network Monitor: Intuitive Network Monitoring

Network Monitoring is essential to ensure that computer systems and network devices are running. Use PRTG to monitor LANs, servers, websites, applications and devices, bandwidth, virtual environments, remote systems, IoT, and many more. PRTG is easy to set up & use.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

Pop culture is prime bait for hackers seeking to infect user’s computers and mobile devices with malicious malware. Hackers know exactly what the latest trends are online and know how to use them to their advantage.
In-place Upgrading Dirsync to Azure AD Connect
This video demonstrates how to sync Microsoft Exchange Public Folders with smartphones using CodeTwo Exchange Sync and Exchange ActiveSync. To learn more about CodeTwo Exchange Sync and download the free trial, go to: http://www.codetwo.com/excha…
The Email Laundry PDF encryption service allows companies to send confidential encrypted  emails to anybody. The PDF document can also contain attachments that are embedded in the encrypted PDF. The password is randomly generated by The Email Laundr…

838 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question