Info

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" Original Message

From: Randy Byrne

Sent: Wednesday; February 14, 2001 8:25 PM

To: Jane Morgan

Subject: Vacation Request ; From 2/15/2001 to 2/16/2001 _Tci like 2 days off post RTM of the Bolero projec'

■The original message is copied to the message box of the Vacation Approved form.

Figure 7.9 - The Read page (partial) of the Vacation Request form and the Compose page of the Vacation Approved form. The Approve Vacation action Now let's take a look at the properties associated with the Approve Vacation action.

To view the Approve Vacation action

1. Open the Vacation Request form by selecting the Vacation Request folder from the Folder List. Then click New Vacation Request on the Actions menu.

2. In Design mode, click on the Actions page and then double-click the Approve Vacation action.

The Form Action Properties dialog box, as shown in Figure 7-10, allows you to create new actions and to modify existing actions. With this dialog box, you specify the text that appears on the action button and menu, the form that appears when the button is clicked, and whether the original message is copied to the Reply item.

To create a new Action Item, see "Create a New Action" in Chapter 4, "Design a Custom Application."

Action Name The Action Name text box, as shown above in Figure 7-10, defines the name of both the menu command and command button that open the associated custom Reply form. The custom action button appears on the Read page of the form.

The custom menu command appears in two places:

• On the Outlook Actions menu when an item created with the associated form is selected in a folder. For example, with the Vacation Request form, the Approve Vacation command appears on the Actions menu when a Vacation Request item is selected in the Inbox.

• On the Form Actions menu of the Read page.

Form Name and Message Class The Form Name box contains the name of the form that is opened when the menu command or command button is selected. The Message Class box contains the internal identifier for the form. When you select a form in the Form Name box, the message class automatically appears in the Message Class box.

The Form Name combo box contains the names of the forms published in the active folder. In addition, it contains a Forms value that you can use to select from forms in the Organizational, Personal, or Standard Forms Libraries.

To specify a form name

Do one of the following:

• In the Form Name combo box, type a form name and then click Check to search for the form. If Outlook cannot find the form, you see a message box. If this happens, you should create the form before you specify the form name. After you create the form and publish it in a forms library, you can return to the original form and click the name of the form in the Form Name combo box.

• In the Form Name combo box, click a Form Name from the drop-down list.

• In the Form Name combo box, click Forms on the drop-down list. In the Choose Form box, double-click the form you want.

Characteristics Of The New Form Under Characteristics Of The New Form, you can specify whether the original message is copied to the message box of the Reply form. In addition, you can specify how the values in the From, Cc, and Subject fields are copied from the original form to the Reply form.

When Responding For Reply actions, you can specify if the contents of the original item are copied to the message box of the Reply item. You can also specify how the contents of the message box are copied. The default setting for this property is Respect User's Default. In Outlook, the user can set the When Replying To A Message option on the Email Options page of the Options dialog box (Tools menu). By default, this property is set for the user to Include And Indent Original Message Text. Therefore, if you have Respect User's Default selected in the When Responding drop-down list box, you can assume that for most users the message box on the Reply form includes and indents the original message. If you want to override the user's When Replying To A Message preference, click another option in the When Responding drop-down list box to define explicitly how you want the contents of the message box to appear on the Reply form.

Here are a few general guidelines for setting the When Responding option for Message forms.

• If the original message is brief, click Include And Indent Original Message Text. As shown earlier in Figure 7-10, this is the option that is selected for the Approve Vacation action in the Vacation Request form.

• If you want to include a shortcut to the message in the response item, click Attach Link To Original Message.

Address Form Like A For Message forms, you almost always choose Reply for this option. When you choose Reply, the To field of the Reply form contains the contents of the From field of the original item, and the Cc field is empty. The Subject field, unless otherwise specified, contains RE:, followed by the contents of the Subject field of the original item.

The following table describes how the Address Form Like A options set up the Reply form.

Option

Description

Reply

This sets up the Reply form so the To field contains the contents of the From field of the original item. The Cc field is empty. The Subject field contains whatever is specified in the Subject Prefix box of the Form Action Properties dialog box, such as RE:. It is followed by the contents of the Subject field of the original item.

Reply To All

This sets up the Reply form so the To field contains the contents of the From and Cc fields of the original item. The Subject field contains RE:, or whatever you specify, followed by the contents of the Subject field of the original item.

Forward

This sets up the form so the To and Cc fields are empty and the Subject field contains FW:, or whatever you specify, followed by the contents of the Subject field of the original item.

Reply To Folder

This sets up the Reply form so the Post To field contains the active folder address, the Conversation field contains the subject of the original item, and the Subject field is empty. In most cases, the Conversation field is not visible on a form. The Conversation field contains the value of the Subject of the original item.

Response

This is used exclusively for voting button actions.

Show Action On Most of the time, you can leave the default Menu and Toolbar options for a form. However, there may be times when you want to control the placement of the custom action buttons on the form. For example, you may want to add a command button to the bottom of the form and then write a macro for the command button to activate the Reply form when the button is clicked. If this is the case, you can click the Menu Only option, or uncheck the Show Action On box so that it will not show in either the menu or the toolbar.

This Action Will For the Vacation Request form, the Approve action, when initiated, opens the Vacation Approved form. For most actions, you should specify Open The Form under This Action Will. However, there might be cases when you choose the Send The Form Immediately option. For example, you might send a form to a user requesting an updated phone number and address. Rather than opening a Reply form, the user can fill in the fields on the original form and then click the custom action button. The Reply form is then activated but isn't visible to the user. Values from the originating form are then copied to the Reply form. If you specify the Send The Form Immediately option, you must still create the Reply form. Also, you must ensure that the fields you want filled in on the invisible Reply form are included on the original form.

Subject Prefix This shows the prefix that appears in the Subject text box of the Reply form. The prefix is RE: by default. For example, for the Approve Vacation action, the Approve prefix appears in the Subject text box of the Vacation Approved form. When the person who requested the vacation receives the Approved Vacation item in his Inbox, the text in the Subject column in the folder tells him his vacation is approved.

How Field Values Are Copied to the Reply Form

Outlook does not provide a way to explicitly define the field values that are copied from custom fields on the original form to custom fields on the Reply form. Rather, you accomplish this by using the same fields for both forms, as shown in Figure 7-11. When the field is shared between the original and Reply forms, the values are automatically copied from the original form to the Reply form at run time.

For example, the following fields are located on both the Vacation Request form and the Vacation Approved form: Subject, TotalDays, StartDate, and EndDate. When an Approve Vacation action is initiated, the values in these fields are copied from the Vacation Request form to the Vacation Approved form.

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