Anyone handy with MS Outlook/Office scripts?

DigitalSoCal · 10-27-2009, 09:31 PM

My company bills skilled nursing facilities for rehab services. A while back, they started scanning the invoices and emailing them to the customer.

In my position, it is very helpful to have all of the invoices accessible as quickly as possible. As a means to archive the data, as an easily accessible supplement to filing cabinets, I suggested that the billers copy me when their invoices go out, thinking I would just save them on the network and that would be it.

The problem is this. We process approximately 200 invoices per month. I didn't realize the amount of time that I would be spending saving them into specific folders.

I know that Outlook has a scripting function that allows you to create custom rules. What I would like to do is create a rule that if I receive an email from (this person) sent to (this person) to save the attachment to (this folder).

Anyone have any ideas? or know if this is even possible?

xJuice · 10-27-2009, 11:58 PM

Not sure on your exact question but, I assume you've already looked through the options under where you create rules and see if it says anything about attachments?

Is this only for your purposes or others too? If it's just yours couldn't you just make folders in your outlook for each customer and make a rule for the email to go to the folder and the just leave the whole email there? or maybe there's too many customers for this to be efficient?

DigitalSoCal · 10-28-2009, 01:37 PM

Yeah I already have several rules set up, but there is nothing there that allows me to do what I want to.

There are two issues with keeping them in outlook. First of all, our IT department has limits set on how much data can be stored on the exchange server. I'm not sure what that limit is, but with each invoice weighing in around 7-10MB (x200 per month), I know I will exceed whatever it is very quickly. Second, since I started doing this, there are now other people that depend on access to those invoices, so they need to be saved on the network.

And, before it's said. I have asked the IT department for help, but they are in the process of implementing a multi million dollar e-charting system, so my request falls pretty low on their priority list.

JRicky · 10-28-2009, 08:52 PM

you can set a rule on your inbox to send messages from certain people straight to your archive, mine at work is set up so that anytime I scan something to myself from the copier it drops in the archive. Maybe another option is a shared mailbox, and have it archive to a shared folder?

leprechaun1874 · 10-30-2009, 01:48 PM

Try this:
click tools
rules and alerts
new rule
check move mess from someone to a folder click next
in step 1 at top check from people or dist list
step2 at bottom click from people or dist list select the sender
click move to folder.

should work

DigitalSoCal · 10-30-2009, 01:55 PM

I know how to set up rules. If you would read my posts I stated that I already have several rules set up and running, and that I need to save the attachments, not sort the messages

10-27-2009, 09:31 PM	#1
DigitalSoCal .com Age: 26 Join Date: Dec 2004 Posts: 3,794 Location: Foothill Ranch, CA User is: OffLine	Anyone handy with MS Outlook/Office scripts? My company bills skilled nursing facilities for rehab services. A while back, they started scanning the invoices and emailing them to the customer. In my position, it is very helpful to have all of the invoices accessible as quickly as possible. As a means to archive the data, as an easily accessible supplement to filing cabinets, I suggested that the billers copy me when their invoices go out, thinking I would just save them on the network and that would be it. The problem is this. We process approximately 200 invoices per month. I didn't realize the amount of time that I would be spending saving them into specific folders. I know that Outlook has a scripting function that allows you to create custom rules. What I would like to do is create a rule that if I receive an email from (this person) sent to (this person) to save the attachment to (this folder). Anyone have any ideas? or know if this is even possible? Last edited by DigitalSoCal : 10-27-2009 at 09:33 PM.
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10-27-2009, 11:58 PM	#2
xJuice BuenosDingDongDiddlyDias Age: 26 Join Date: Jul 2002 Posts: 9,351 Location: Frisco, TX User is: OffLine	Re: Anyone handy with MS Outlook/Office scripts? Not sure on your exact question but, I assume you've already looked through the options under where you create rules and see if it says anything about attachments? Is this only for your purposes or others too? If it's just yours couldn't you just make folders in your outlook for each customer and make a rule for the email to go to the folder and the just leave the whole email there? or maybe there's too many customers for this to be efficient?
	[Reply w/Quote]

10-28-2009, 01:37 PM	#3
DigitalSoCal .com Age: 26 Join Date: Dec 2004 Posts: 3,794 Location: Foothill Ranch, CA User is: OffLine	Re: Anyone handy with MS Outlook/Office scripts? Yeah I already have several rules set up, but there is nothing there that allows me to do what I want to. There are two issues with keeping them in outlook. First of all, our IT department has limits set on how much data can be stored on the exchange server. I'm not sure what that limit is, but with each invoice weighing in around 7-10MB (x200 per month), I know I will exceed whatever it is very quickly. Second, since I started doing this, there are now other people that depend on access to those invoices, so they need to be saved on the network. And, before it's said. I have asked the IT department for help, but they are in the process of implementing a multi million dollar e-charting system, so my request falls pretty low on their priority list. Last edited by DigitalSoCal : 10-28-2009 at 01:40 PM.
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10-28-2009, 08:52 PM	#4
JRicky WWJRD? Age: 23 Join Date: Nov 2008 Posts: 173 Location: Delevan, NY User is: OffLine	Re: Anyone handy with MS Outlook/Office scripts? you can set a rule on your inbox to send messages from certain people straight to your archive, mine at work is set up so that anytime I scan something to myself from the copier it drops in the archive. Maybe another option is a shared mailbox, and have it archive to a shared folder?
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10-30-2009, 01:48 PM	#5
leprechaun1874 Boobies Join Date: Jul 2006 Posts: 1,129 Location: Charlotte User is: OffLine	Re: Anyone handy with MS Outlook/Office scripts? Try this: click tools rules and alerts new rule check move mess from someone to a folder click next in step 1 at top check from people or dist list step2 at bottom click from people or dist list select the sender click move to folder. should work
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10-30-2009, 01:55 PM	#6
DigitalSoCal .com Age: 26 Join Date: Dec 2004 Posts: 3,794 Location: Foothill Ranch, CA User is: OffLine	Re: Anyone handy with MS Outlook/Office scripts? I know how to set up rules. If you would read my posts I stated that I already have several rules set up and running, and that I need to save the attachments, not sort the messages
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