Manage your Access data collection replies

Manage your Access data collection replies

This article explains how to view your data collection replies, how you can verify your e-mail processing settings, and steps you can take to troubleshoot common types of error messages or issues with the replies.

To learn more about creating, sending and resending data collection e-mails, see links to articles in the See Also section.

I want to


View replies

Here’s what happens after you send the data collection form via e-mail. The recipients respond to the message by clicking Reply, completing the form, and then clicking Send. This section explains how you can view the replies and what to do if any of them are not processed correctly. Whether you chose to have the replies processed automatically or manually, you can open the replies manually or find out who responded. For more information on setting up reply procession options, see the article, Add the data collected through e-mails to your Access database.

To view the replies, do the following:

  1. Open Microsoft Outlook 2010, and browse to the folder that you designated for storing data collection replies.

 Tip   If you don't remember the name of the folder, on the External Data tab, in the Collect Data group, click Manage Replies. In the Manage Data Collection Messages dialog box, you will find the folder name in the Outlook Folder column, in the row corresponding to the message whose replies you want to view.

  1. To open a reply in Outlook, double-click the reply. You will see the form, as it was completed by the sender.

Access will not process replies to a reply message. Therefore, if you see that one or more forms from recipients are empty, incomplete, or not completed properly, you must resend the original e-mail message to those users, instead of using the Reply command. For more information on resending a data collection message, see Resend a data collection e-mail message.

Similarly, if you want to send the request to additional people, you must resend the original message, instead of forwarding it.

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Verify settings for automatically processing replies

If you chose to have your replies processed automatically, do the following to ensure that replies are processed correctly:

  • For each reply, review the values in the Follow Up Flag, Data Collection Status, and Categories columns.

 Tip   If you don't see the columns Follow Up Flag, Data Collection Status, and Categories in your view, add them by using the Field Chooser. Right-click the column header, and then click Field Chooser. In the Field Chooser dialog box, drag each field and drop it to the right or left of an existing column header.

In the Outlook folder, if the Follow Up Flag is set to Data Collection operation was successful, the Data Collection Status column is blank, and there is a green indicator in the Categories column, the reply was successfully processed.

  • Additionally, you might want to review the contents of the destination tables to make sure that you see the collected data stored either as new records or as updates to existing records.

 Note    You will not be able to add the data from an e-mail reply if your recipient used either Hotmail or Yahoo to send you the data collection form.

Troubleshoot issues for automatically processed replies

See Add the data collected through e-mails to your Access database if you want to verify that you have correctly set up the automatic processing, and try the suggestions in the following table to fix specific issues:

Issue or Data Collection Status column message Cause Resolution
A reply exists in the Outlook folder, but was not processed. The Data Collection Status column displays Message unprocessed.

The message options in the Collecting Data Using E-mail Options dialog box can be selected either for manually processing replies, or to prevent certain replies from being automatically processed.

 Tip   To display the options, on the External Data tab, in the Collect Data group, click Manage Replies. In the dialog box, select the message that you want, and then click Message options.

Manually export the reply.

To make sure that future replies are processed automatically, change the settings in the options dialog box. For help with reviewing and changing the options see the article, Add the data collected through e-mails to your Access database.

For help with manually exporting replies, see the section on Manually processing replies.

I replied to one of my messages, but it is not getting processed. Replying to your own message involves a slightly different procedure. Instead of filling out the form in the message that you receive, fill out the form that is in the sent message found in the Sent Items folder. Browse to the Sent Items folder, and then open the message. Click Reply, fill out the form, and then click Send.
A reply is not going to the right folder

Only original replies to a message go to the designated folder.

Your replies to your own messages (unless you used the copy of the message in the Sent Items folder to generate the reply) and replies that are part of an e-mail message thread used for discussion might not move to the designated folder.

Other possible reasons include: that Office Access 2010 is not installed, or that the add-in that is required to process the replies is either missing or corrupt.

If one of your replies isn't getting processed, fill out the form that is in the sent message found in the Sent Items folder.

If a user filled out a form in a reply to a reply, ask the user to reply to the original message.

If you suspect that the add-in is either missing or corrupt switch to Outlook and complete the following steps:

  1. Click Options, and in the Outlook Options dialog box, click Add-ins.
  2. Under Active Application Add-ins, ensure that you see Microsoft Access Outlook Add-in for Data Collection and Publishing.

If you see the entry under Disabled Application Add-ins, click the arrow in the Manage box, select Disabled Items, and then in the Disabled Items dialog box, select Microsoft Access Outlook Add-in for Data Collection and Publishing and click Enable.

If you don’t see Microsoft Access Outlook Add-in for Data Collection and Publishing try installing Access again.

Cannot find the database. Locate the database and manually import the data. The database has been moved to another location, been renamed, deleted, or become corrupt. Restore the database to the original location, and manually export the reply.
Cannot open database for importing data because the database is already in use. Manually process the replies after the database becomes available. The destination database is password-protected. Automatic processing fails if the database requires a password. Close the database that is open in exclusive mode, and then open the database in normal mode. Try manually exporting the reply.
This Access database is protected with a password. Please manually export this data to Microsoft Access. The destination database is password-protected. Automatic processing fails if the database requires a password. Manually export the reply. If you want future replies to be processed automatically, remove the password protection from the database.
The Data Collection Status column displays a message that indicates that a table, a query, or a field is missing. Either the destination table or query has been deleted or renamed, or the structure has been modified in such a way that the contents of the form cannot be added to the tables. Recreate the destination tables and queries, or create and send a new data collection message.
Cannot process this e-mail message. The form in this e-mail message is either corrupt or has been modified. Either the form in the reply is corrupt, or someone (the recipient or the sender) modified the form.

If the recipient modified the form, ask the recipient to resend the form to you, and then manually export the reply.

If the form in the original message is corrupt or not valid, you must create and send a new message.

Cannot find the information necessary to complete processing in the specified database. The information necessary for mapping the reply to the existing record that must be updated is missing.

The message settings need to be synchronized with Outlook:

  1. In Access, on the External Data tab, in the Collect Data group, click Manage Replies.
  2. In the Manage Replies dialog box, select the message.
  3. Under Message Details, click the warning to synchronize the settings, and then close the dialog box.
  4. Switch back to Outlook, and then try manually exporting the reply.
Cannot add or update data because the data would result in a duplicate value in a field that only accepts unique values. A field whose Indexed property is set to Yes (No Duplicates) cannot contain duplicate values. If the value assigned to the form field already exists in the corresponding field in the table, the operation will fail. Ask the recipient to send another reply, with a different value in the form field.
The value you entered isn't an item in the list of choices...
  • The form includes a required field that looks up values, but the user did not specify a value for the field

Or

  • The field's LimitToList property is set to Yes, but the user specified a value that is not in the list.
Ask the recipient to resend the reply after filling out all of the fields, or fill out and save the form, and then try exporting again.
The Data Collection Status column displays a message that indicates that the value specified in a form field is not valid. The recipient entered invalid data in one or more fields. Ask the recipient to resend the reply after filling out all of the fields, or fill out and save the form, and then trying exporting again.

This message contains a form you need to fill out. When you are done, send it to the sender of this e-mail message.

The recipient did not fill out the form Ask the recipient to send the reply after filling out the form again.

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Manually process replies

Manual processing of a reply involves starting the export operation from Outlook. You can only export one reply at a time. Avoid replies for which the Data Collection Status column is set to Collecting data using e-mail was successful. This status indicates that the reply has already been successfully processed. Replies for which the Data Collection Status column is set to Message unprocessed must be processed manually. A reply that has an error message in this column has failed to be automatically processed, and will require some troubleshooting before you can manually export it. For help with troubleshooting, see the section, Verifying and troubleshooting automatic processing of replies,.

  1. In Outlook, right-click the reply that you want to process manually.
  2. Click Export data to Microsoft Office Access.
  3. In the Export data to Microsoft Access dialog box, review the details of the reply, and then click OK to export. If the export operation succeeds, you see the message Data successfully exported to the database. If the operation fails, you see the message Cannot import data due to errors, followed by a description of the issues that caused the failure. The following table lists the issues that might cause an export operation to fail.

Troubleshoot issues for manually processed replies

Issue or Data Collection Status column message Cause Resolution
When I right-click a reply, I don't see the Export data to Microsoft Access command. The selected message is not a valid data collection reply. Delete messages that are not data collection replies from the designated folder.
A reply is not going to the right folder.

Only original replies to a message will go to the designated folder.

Your replies to your own messages (unless you used the copy of the message in the Sent Items folder to generate the reply) and replies that are part of an e-mail message thread used for discussion might not move to the designated folder.

Other possible reasons include: that Access is not installed, or that the add-in that is required to process the replies is either missing or corrupt.

If one of your replies isn't getting processed, fill out the form that is in the sent message found in the Sent Items folder.

If a user filled out a form in a reply to a reply, ask the user to reply to the original message.

If you suspect that the add-in is either missing or corrupt switch to Outlook and complete the following steps:

  1. Click Options, and in the Outlook Options dialog box, click Add-ins.
  2. Under Active Application Add-ins, ensure that you see Microsoft Access Outlook Add-in for Data Collection and Publishing.

If you see the entry under Disabled Application Add-ins, click the arrow in the Manage box, select Disabled Items, and then in the Disabled Items dialog box, select Microsoft Access Outlook Add-in for Data Collection and Publishing and click Enable.

If you don’t see Microsoft Access Outlook Add-in for Data Collection and Publishing try installing Access again.

Cannot find the database. Locate the database and manually import the data. The database has either been moved to another location, been renamed or deleted, or become corrupt. Restore the database to the original location, and then try again.
The database is already in use. The database is open in exclusive mode, and changes cannot be made to the database until the exclusive lock is released. Ask the user who has the database open in exclusive mode to close and open the database in normal mode. Then try manually exporting the reply.
Table, query, or a field is missing. A destination table or query has either been deleted or renamed, or its structure has been modified in such a way that the contents of the form cannot be added to the tables. Create the missing destination tables and queries, or create and send a new data collection message.
Form is either corrupt or has been modified. Either the form in the reply is corrupt, or someone (the recipient or the sender) modified the form.

If the recipient modified the form, ask them to resend the form to you, and then manually export the reply.

If the form in the original message is corrupt or not valid, you must create and send a new message.

Information necessary to complete processing is missing. The information necessary for mapping the reply to the existing record that must be updated is missing. The message settings must be synchronized with Outlook. In Access, on the External Data tab, in the Collect Data group, click Manage Replies. In the Manage Replies dialog box, select the message. Under Message Details, Access displays a warning box. Click the warning to synchronize the settings, and then close the dialog box. Switch back to Outlook, and then try manually exporting the reply.
Cannot add or update data because the data would result in a duplicate value in a field that only accepts unique values. A field whose Indexed property is set to Yes (No Duplicates) cannot contain duplicate values. If the value assigned to the form field already exists in the corresponding field in the table, the operation will fail. Ask recipients to send another reply, with a different value in the form field.
The value you entered isn't an item in the list of choices. Either the form includes a required field that looks up values, but the user did not specify a value for the field, or the field's LimitToList property is set to Yes and the user specified a value that is not in the list. Ask recipients to resend the reply after filling out all of the fields, or fill out and save the form , and then trying exporting again.
Invalid value in a form field. The recipient entered invalid data in one or more fields. Ask recipients to resend the reply after filling out all of the fields, or fill out and save the form and then try exporting again.
Reply contains a form you need to fill out. When you are done, send it to the sender of this e-mail message. The recipient did not fill out the form. Ask recipients to send another reply after filling out the form.

If the original message did not reach some users, try resending the message rather than forwarding it. For more information resending a message see, Resend a data collection e-mail message.

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Applies to:
Access 2010