Saturday, March 5, 2011

I Need to Send an Automatic Email with Lotus Notes

If you don't know, Lotus Notes is an email client used in a lot of companies around the world. Therefore, I use it at work everyday, but someday I needed to send an automatic email to a few people all Fridays at 10:00.
To get this task accomplished I decided to create an agent and avoid remembering the fact of sending the email. As you can image, I did this example on a Spanish version of Lotus Notes 8.5 but I will explain it clearly enough.

The first step is getting yourself into the inbox, then select the "Create" menu item and inside of it, click on "Agent...".


You will get a dialog box opened, in this we have the possibility of setting the rules for this agent. However, in this case we will only set "Trigger" option to "On schedule" with the "Weekly" frequency.


Don't forget to push the "Schedule..." button to program the agent in the right way. After this, select "OK" and close the dialog box.
 

What is next is obviously the saving action, which is inside "File" menu item.


Remember that you just have configured the time of the agent, what is missing is the set of actions this agent will perform, so address to the "Run:" section, where you can read a read-only list showing "Client" and a second one with few alternatives. "Simple Actions" will be selected this time.


As we want to send an email, then we have to push the button "Add action..." which is located below and will display a dialog box where we are going to select the "Send Mail Message" option from the "Action" list.


Once we have selected the action, it's time to complete the required fields and push the "Replace" button.


Now, we have the action configured, but it doesn't work as easy as it seems, the key is to also define a number of documents which will work as filters to trigger the action, it's a little tricky, then, you have to use the left panel (Objects) to click on "Document Selection".


Once you are in the document panel, below you can see the "Add condition..." button, push it, and in the dialog box which is shown select  "In folder".


If you select "In folder" condition you will have the opportunity to select the folder which will be considered by the agent to be processed.


Finally, you have to save the agent and let it work by itself.


But... why did I choose a folder as a condition? Because this was the only manner I could make the agent work how I liked it, therefore I created a folder with only one message inside it (any email) and it's now the condition, thus, when the agent begins its task it goes to the folder, find one message inside and only send one email (defined in the agent).

When I didn't use this trick the agent sent a lot of messages, I mean, the same message configured in the agent but sent more than once.

48 comments:

  1. Well presented information with images helps to clearly understands the procedure of sending email in Lotus Notes. Thanks!!!. You deserve it.
    I also want to share with you a blog (http://www.lotus-notes-recovery.blogspot.com) dedicated to share problems associated with lotus notes corruption situations and their resolution. Information really could be helpful for somebody facing highly database corruption situation.

    ReplyDelete
    Replies
    1. Hi! thanks for you comment, as you mention it's always helpful to have this kind of resources, sharing knowledge is something that needs to be done.

      Delete
  2. Thank you very much , nice presentation !

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  3. Thanks this was just what I was looking for. Any thoughts on how to do this every second week?

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    Replies
    1. Sorry for answering you too late! I have no idea, I was trying but with no success.

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  4. Muchas Gracias Rony. That's cool! I have been struggling to send an e-mail through MS-Access without success.

    Kesh

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  5. Worked for me. Many thanks

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  6. Dude,
    That was awesome! Thank You very much!
    I'm programming it to send repeatedly to some clients...

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  7. dear but its not running automatically

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  8. How to send email automatically with attachment?? thanks

    ReplyDelete
    Replies
    1. Hi!! Have you tried using "Send a document" as an action?

      Delete
  9. Many Thanks, worked for me!, but how can I edit the message or remove the agent?, thanks

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    1. Thanks to you! Well, to remove the agent go to "View", "Agents" and once you are there select the agent and right click over, you will see the "Delete" option, you can use also the "Edit" option.

      Delete
  10. Hi, Do you have to be logged in for it to occur...say every friday at 10:00, or it just happens??

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    1. Hi! that's a very good question, I suppose that it depends of the database you are using, you can help me trying this =)

      Delete
  11. Hi

    I just did it and only partially works. Since if i schedule and let it run by itself....
    It didnt do anything :(

    But if i click on RUN it will do the work, just fine.

    I already set up to run in a specific hour, starting today... but no use... can you help me please?

    ReplyDelete
    Replies
    1. Hi! have you set a condition to do the action?

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    2. Yes, thanks a lot.

      I already set the condition as you mention it. A folder with a single mail, just to send one single automatic mail. But it seems it doesnt trigger the schedule.

      Whats could it be?

      BTW thanks for your time.

      Delete
    3. Make sure that "Agent" window has in "Execution" area selected a value to "Apply to".

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    4. Sorry but it never works, i try everything, but automatically cant be send. Anyhow, thanks for the tip and your time.

      Delete
    5. Ohhh, what a pitty, unfortunately I don't have Lotus installed anymore to investigate deeper, good luck my friend =)

      Delete
  12. Hi Where is the agent window with "execution" area?
    Thanks

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  13. Hi,
    I'm finding that it will send the email out but just minutes after I save the agent and not at the specified time. Any suggestions? The fold I'm using is the drafts folder with one email in it, if that makes any difference.

    Thanks

    ReplyDelete
    Replies
    1. Hi! Make sure the option "On schedule" is selected in the agent window (image 2 of this post).

      Delete
  14. How about adding your email signature you have in lotus notes to the message? I tried copy and paste but it all comes out in the same font all in one color and no company logo. Is the message box just for a real basic email with one color one font, no images to be sent out?

    Thanks

    ReplyDelete
    Replies
    1. That's a good point I consider it's only available for simple text, maybe you can try to put HTML to see if it works.

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  15. any suggestions on how to send automated email alert in lotus notes with TABS...

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    1. Hi! maybe you could try to send it in HTML, but I'm not sure if that it's possible.

      Delete
  16. Hi,

    Thanks. It works for me.

    Have one question. There is no record that mail is sent to user every day or Agent is working. There is no record in sent items also that you have send any mail on that day.

    ReplyDelete
    Replies
    1. Hi! that's a good question, maybe it is required to the agent to make this step after sending the email, or save the document in sent folder as backup.

      Delete
  17. Is there a way to select more than one folder in an agent? Say I have several folders that I want to delete documents from that are over 30 days old but I don't want to create separate agents for every folder.

    ReplyDelete
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    1. Hi! I'm not sure, unfortunately I don't have Lotus anymore, good luck!

      Delete
  18. Dear Ronald,
    thanks a lot for this tutorial. YOU 'saved' my day (and many future days as well). I ran a test and it works.
    however, i would like to cancel the test now, but I don't find a way how to delete my test agent action...
    HELP!
    Tonja

    ReplyDelete
    Replies
    1. Hi! I think you have go to "View" menu and there select "Agents" =)

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  19. Dear Ronald,
    thanks a lot for your feedback. I was able to delete my test agent.
    now I have a second problem. Although I have scheduled the Agent "daily", it seems that the autmated email only works once. the next day, it does not activate the message again. What am I missing?
    thanks a lot again for your support.
    Tonja

    ReplyDelete
    Replies
    1. I'm not really sure, maybe you can play with the messages that are in yout temp folder.

      Delete
  20. Hi Ronald, I have another problem.
    although I scheduled the agent to "daily" it does not seem to work. It does the action on the day that I start/enable the agent, but next day, it does not send the email. What can I do? Would you be able to help me again?
    Tonja

    ReplyDelete
    Replies
    1. I'm not really sure, maybe you can play with the messages that are in yout temp folder.

      Delete
  21. Hi Ronald.. This is really nice. However, I am looking for a similar kind of help. Please could you help me?
    Is there any way to have the Emails (reminders) drafted automatically in the Lotus notes "draft folder" if we have the contact names, information and message text listed in an Excel Sheet?
    any way to hit a button and Lotus notes read's the Excel sheet's data and emails are drafted automatically? This would be a great help.. please suggest.

    ReplyDelete
    Replies
    1. Hi! I suppose that it's possible to do what you are talking about, but no with the steps I provide but using programming. Although, I see complicated to use an Excel sheet as a input but everything is possible. : )

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  22. Dear Ronald,

    I need your help... related to this topic... that is to send an email notification to remind user that has already make a booking on a particular booking date at 08:00 am .... this is to ensure they won't forget about their booking ....should i use agent to trigger this? can u guide me? tq in advance
    (suzieliana@gmail.com)

    ReplyDelete
    Replies
    1. Hi! I consider that this can be done with the steps written here, you can send a subject like this "Don't forget your booking" : )

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