retrieve messages to distribution groups

13 Mar 2006 3:22 PM

RJM

I am looking for a method to offer an email message to multiple recipients,
but when the message is read by one, remove access to it by, or notify, the
other recipients.

We have a distribution group in place that delivers messages from a web site
form to multiple recipients. The problem is that multiple recipients may
read and act on the message simultaneously, which isn't necesary.

Can the first reader trigger a way to remove that message from the others'
inboxes? Alternatively, could a second message be sent to the second, third,
etc. readers indicatiing who got the message first?

14 Mar 2006 7:33 AM

Mark Arnold [MVP]

On Mon, 13 Mar 2006 10:22:08 -0500, "RJM" <no***@nowhere.not> wrote:

>I am looking for a method to offer an email message to multiple recipients,
>but when the message is read by one, remove access to it by, or notify, the
>other recipients.
>
>We have a distribution group in place that delivers messages from a web site
>form to multiple recipients. The problem is that multiple recipients may
>read and act on the message simultaneously, which isn't necesary.
>
>Can the first reader trigger a way to remove that message from the others'
>inboxes? Alternatively, could a second message be sent to the second, third,
>etc. readers indicatiing who got the message first?
>

You have a business process issue. Nothing in Exchange is going to
resolve that issue for you. Give the options to the business (PF and
DG) and present the pro's and con's of each, including the fact that a
message sent to a DG can be acted on by anyone in isolation. Present
the PF method where a person taking an email can move it to a sub
folder so that everyone can see the mail and who is dealing with it.
If you want to do this kind of thing properly then you need a workflow
engine (even perhaps a basic one you can get for Windows SharePoint
Services) but Exchange should not be used to try and control this
task.

15 Mar 2006 9:08 PM

Mary Patricia

Or change the Distribution Group to a shared Mailbox and add the mailbox to
everyone's profile. Mail enabled Public Folder would work too but MS is
moving away from Public Folders so if you created it that way, you would
just have to undo it in the near future anyway...

Show quote

"Mark Arnold [MVP]" <m***@mvps.org> wrote in message
news:q8sc1257gsn987fot39bnp6rvg8h9dad90@4ax.com...
> On Mon, 13 Mar 2006 10:22:08 -0500, "RJM" <no***@nowhere.not> wrote:
>
> >I am looking for a method to offer an email message to multiple
recipients,
> >but when the message is read by one, remove access to it by, or notify,
the
> >other recipients.
> >
> >We have a distribution group in place that delivers messages from a web
site
> >form to multiple recipients. The problem is that multiple recipients may
> >read and act on the message simultaneously, which isn't necesary.
> >
> >Can the first reader trigger a way to remove that message from the
others'
> >inboxes? Alternatively, could a second message be sent to the second,
third,
> >etc. readers indicatiing who got the message first?
> >
> You have a business process issue. Nothing in Exchange is going to
> resolve that issue for you. Give the options to the business (PF and
> DG) and present the pro's and con's of each, including the fact that a
> message sent to a DG can be acted on by anyone in isolation. Present
> the PF method where a person taking an email can move it to a sub
> folder so that everyone can see the mail and who is dealing with it.
> If you want to do this kind of thing properly then you need a workflow
> engine (even perhaps a basic one you can get for Windows SharePoint
> Services) but Exchange should not be used to try and control this
> task.