Help with sending automated emails based on specific criteria

[Pudding]

Hi there,

I am writing code to send automated emails according to specific conditions. I think I have the syntax wrong.

[code]

Set rst = CurrentDb.OpenRecordset("tblDocuments")
If rst.RecordCount = 0 Then MsgBox ("No documents loaded."): Exit Sub


rst.MoveFirst
Do While rst.EOF = False
If DocumentRequired = Yes And DocumentECopy = No And DocumentExpiryDate <> Null And Weekday(Date) = Weekday(DocumentExpiryDate) Then
sj = "Important Notification for " & rc
bd = ""
bd = bd & "Dear " & rc & Chr(13) & Chr(13)
bd = bd & "An electronic copy is required for the following document:" & Chr(13)
bd = bd & rst!Document & Chr(13)
bd = bd & "Please submit a copy of the document to management before " & rst!DocumentExpiryDate & "."
fncEmail ea, sj, bd, cc
End If

[ranman256]

This is partial code.
wheres the rest of the loop?
wheres the fncEmail code?

[Pudding]

My problem is with this part:

If DocumentRequired = Yes And DocumentECopy = No And DocumentExpiryDate <> Null And Weekday(Date) = Weekday(DocumentExpiryDate) Then

Complete code:

Private Sub Form_Timer()
'Email will send every second if not properly coded!!!  REMEMBER TO DEFINE CDAT
Dim rst As Recordset
Dim rc As String, sj As String, bd As String, ea As String, cc As String


Set rst = CurrentDb.OpenRecordset("qryDocuments")


If cdat <> Date Then
    cdat = Date: cc = ""
    rst.MoveFirst
        Do While rst.EOF = False
            ea = rst!WorkEmail
            rc = rst!Fullname & " " & rst!Surname
            If rst!RoleResponsibility = "Office Manager" Then cc = rst!WorkEmail & ";"
            If rst!RoleResponsibility = "Owner" Then cc = cc & rst!WorkEmail
        
        'Passport expire in 90 days
                sj = "Important Notification for " & rc
                bd = ""
                bd = bd & "Dear " & rc & Chr(13) & Chr(13)
                bd = bd & "Your passport will expire in 90 days (" & rst!DocumentExpiryDate & ")." & Chr(13)
                bd = bd & "Arrange for the renewal of the document as soon as possible. "
                bd = bd & "Please submit a copy of the renewed document to management before " & rst!DocumentExpiryDate & "."
            fncEmail ea, sj, bd, cc
        
        'All other documents with expiry dates
                sj = "Critical Notification for " & rc
                bd = ""
                bd = bd & "Dear " & rc & Chr(13) & Chr(13)
                bd = bd & "The following document will expire on " & rst!DocumentExpiryDate & ":" & Chr(13)
                bd = bd & rst!Document & Chr(13)
                bd = bd & "Expiry Date: " & rst!DocumentExpiryDate & Chr(13) & Chr(13)
                bd = bd & "Arrange for the renewal of the document as soon as possible. "
                bd = bd & "Please submit a copy of the renewed document to management before " & rst!DocumentExpiryDate & "."
            fncEmail ea, sj, bd, cc
    rst.MoveNext
    Loop


    
    Set rst = CurrentDb.OpenRecordset("tblDocuments")
    If rst.RecordCount = 0 Then MsgBox ("No documents loaded."): Exit Sub
    rst.MoveFirst  'Possible run-time error when no documents loaded yet
    Do While rst.EOF = False
    'Copies of documents required - with expiry dates
            If DocumentRequired = Yes And DocumentECopy = No And DocumentExpiryDate <> Null And Weekday(Date) = Weekday(DocumentExpiryDate) Then
                sj = "Important Notification for " & rc
                bd = ""
                bd = bd & "Dear " & rc & Chr(13) & Chr(13)
                bd = bd & "An electronic copy is required for the following document:" & Chr(13)
                bd = bd & rst!Document & Chr(13)
                bd = bd & "Please submit a copy of the document to management before " & rst!DocumentExpiryDate & "."
                fncEmail ea, sj, bd, cc
            End If
            
        'Copies of documents required - without expiry dates
            If DocumentRequired = Yes And DocumentECopy = No And DocumentExpiryDate = Null And Weekday(Date) = 4 Then
                sj = "Important Notification for " & rc
                bd = ""
                bd = bd & "Dear " & rc & Chr(13) & Chr(13)
                bd = bd & "An electronic copy is required for the following document:" & Chr(13)
                bd = bd & rst!Document & Chr(13)
                bd = bd & "Please submit a copy of the document to management before " & Date + 7 & "."
                fncEmail ea, sj, bd, cc
            End If
            rst.MoveNext
    Loop
End If
End Sub

The fncEmail code is modular:

Function fncEmail(Recipient As String, Subject As String, Body As String, Copy As String)
Dim outApp As Outlook.Application
Dim outMail As MailItem
Set outApp = CreateObject("Outlook.application")
Set outMail = outApp.CreateItem(olMailItem)


outMail.Body = Body
outMail.Subject = Subject
outMail.To = Recipient
outMail.cc = Copy
'outMail.Attachments
outMail.Send


Set outMail = Nothing
Set outApp = Nothing
End Function

[NoellaG]

Hi,
a few things I noticed:
A/ what if no records?
in one of the first lines you say: rst.movefirst.
If there are no records, this line will fail. I always test using something like:

if not(rst.BOF and rst.EOF)

to see if there are any records before doing movefirst.

B/Where is the test?
you have 2 types of documents: passport and other with each another mail, but I don't see any test to determine which type, so the code will always result in 2 e-mails, maybe this works as intended?

C/ In the second part you say if .recordcount = 0, but the recordcount can only be determined after going to the last record. Better to test on BOF and EOF. If both properties are true at the same time this means there are no records.

[Gicu]

Could you please try:

If rst("DocumentRequired") = True And rst("DocumentECopy") = False And Not IsNull(rst("DocumentExpiryDate")) And Weekday(Date) = Weekday(rst("DocumentExpiryDate")) Then

Cheers,