Update Task Custom Field based upon Task Overdue Status

[sjbtax]

Operating system::    Windows 10
Outlook version:     Outlook 365
Email type or host:    Microsoft 365

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I am trying to add some text to a custom field I have created when a task is overdue so that I can use it when sorting some of my lists.

I plan on running it automatically somehow at the start of the day and then hoping to apply it when a new task is added or changed for new or updated appointment during the day.

I have tried the following code, however even though it does not cause any errors, it does not place anything in my custom field "TaskStatus" either. Anyone have any ideas?

Sub UpdateTaskStatus()
    Dim objTask As Outlook.TaskItem
    Dim overdueDate As Date
    
    ' Define the overdue threshold (e.g., overdue if due date is in the past)
    overdueDate = Date
    
    On Error Resume Next ' Continue if an error occurs (e.g., not a task item)
    
    ' Check if the current item is a task item
    If Application.ActiveInspector.CurrentItem.Class = olTask Then
        Set objTask = Application.ActiveInspector.CurrentItem
        
        ' Check if the task is overdue
        If objTask.DueDate < overdueDate And objTask.Complete = False Then
            ' Update custom field "TaskStatus" with "Overdue"
            objTask.UserProperties("TaskStatus").Value = "Overdue"
            objTask.Save ' Save the changes
        End If
    End If
    
    Set objTask = Nothing ' Release the object reference
    On Error GoTo 0 ' Reset error handling
End Sub

 

[Diane Poremsky]

inspector is open item. Use Application.ActiveExplorer.Selection.Item(1) for the selected item.

I have a function here that detects open or selected and uses it.

Outlook VBA: Work with Open Item or Selected Item

How to use Outlook VBA with items that are open in an Inspector window or selected in an Explorer window.

www.slipstick.com

To see how to run it daily on all tasks, see

Working with All Items in a Folder or Selected Items

These samples contains the basic code for working with all items in a selected folder or selected items in a folder.

www.slipstick.com

Watching for changed items uses ItemChange - you need to watch the folder for changes.

VBA: Copy New Appointments to Another Calendar

Use a VBA macro to watch for new appointments added to Outlook's calendar and copy the appointments to a second calendar. Watch for updates and change the copied appointment.

www.slipstick.com

If running it on the folder a few times a day is good enough, a reminder that triggers a macro that runs on all items in the tasks folder might be easier.

Running Outlook Macros on a Schedule

Outlook VBA doesn't have a timer function but you can use Appointment or Task Reminders to trigger macros. If you want the macro to fire a specified time after you restart Outlook, use an Application_Startup macro to create the appointment.

www.slipstick.com

 

[sjbtax]

inspector is open item. Use Application.ActiveExplorer.Selection.Item(1) for the selected item.

I have a function here that detects open or selected and uses it.

Outlook VBA: Work with Open Item or Selected Item

How to use Outlook VBA with items that are open in an Inspector window or selected in an Explorer window.

www.slipstick.com

To see how to run it daily on all tasks, see

Working with All Items in a Folder or Selected Items

These samples contains the basic code for working with all items in a selected folder or selected items in a folder.

www.slipstick.com

Watching for changed items uses ItemChange - you need to watch the folder for changes.

VBA: Copy New Appointments to Another Calendar

Use a VBA macro to watch for new appointments added to Outlook's calendar and copy the appointments to a second calendar. Watch for updates and change the copied appointment.

www.slipstick.com

If running it on the folder a few times a day is good enough, a reminder that triggers a macro that runs on all items in the tasks folder might be easier.

Running Outlook Macros on a Schedule

Outlook VBA doesn't have a timer function but you can use Appointment or Task Reminders to trigger macros. If you want the macro to fire a specified time after you restart Outlook, use an Application_Startup macro to create the appointment.

www.slipstick.com

Thanks Diane,

I'll check all that out.

 

[sjbtax]

inspector is open item. Use Application.ActiveExplorer.Selection.Item(1) for the selected item.

I have a function here that detects open or selected and uses it.

Outlook VBA: Work with Open Item or Selected Item

How to use Outlook VBA with items that are open in an Inspector window or selected in an Explorer window.

www.slipstick.com

To see how to run it daily on all tasks, see

Working with All Items in a Folder or Selected Items

These samples contains the basic code for working with all items in a selected folder or selected items in a folder.

www.slipstick.com

Watching for changed items uses ItemChange - you need to watch the folder for changes.

VBA: Copy New Appointments to Another Calendar

Use a VBA macro to watch for new appointments added to Outlook's calendar and copy the appointments to a second calendar. Watch for updates and change the copied appointment.

www.slipstick.com

If running it on the folder a few times a day is good enough, a reminder that triggers a macro that runs on all items in the tasks folder might be easier.

Running Outlook Macros on a Schedule

Outlook VBA doesn't have a timer function but you can use Appointment or Task Reminders to trigger macros. If you want the macro to fire a specified time after you restart Outlook, use an Application_Startup macro to create the appointment.

www.slipstick.com

In the meantime, I have added the macro I have above to a button in the quick access ribbon in the toolbar within open task windows. When I run the macro when the task window it should apply the text "Overdue" to my custom field "TaskStatus". Since this task is open then this should work, but does nothing. I feel I should get this working right before adding automation options to the code.

 

[Diane Poremsky]

I feel I should get this working right before adding automation options to the code.

Yes, you should.

Does the field exist on the form? If not, you need to add it.

Set objProp = objTask.UserProperties.Add("TaskStatus", olText, True)
objTask.UserProperties("TaskStatus").Value = "Overdue"
objTask.Save ' Save the changes


If it exists on some but not all tasks, you need to use find -
From Create a custom field for Outlook messages

Set UserProp = objTask.UserProperties.Find("TaskStatus")
   If UserProp Is Nothing Then
      Set objProp = obj.UserProperties.Add("TaskStatus", olText, True)
End if
objTask.UserProperties("TaskStatus").Value = "Overdue"
        obj.Save

 

[sjbtax]

Yes, you should.

Does the field exist on the form? If not, you need to add it.

Set objProp = objTask.UserProperties.Add("TaskStatus", olText, True)
objTask.UserProperties("TaskStatus").Value = "Overdue"
objTask.Save ' Save the changes


If it exists on some but not all tasks, you need to use find -
From Create a custom field for Outlook messages

Set UserProp = objTask.UserProperties.Find("TaskStatus")
   If UserProp Is Nothing Then
      Set objProp = obj.UserProperties.Add("TaskStatus", olText, True)
End if
objTask.UserProperties("TaskStatus").Value = "Overdue"
        obj.Save

OK, so I now have:-

Sub UpdateTaskStatus()
    Dim objTask As Outlook.TaskItem
    Dim overdueDate As Date
    
    ' Define the overdue threshold (e.g., overdue if due date is in the past)
    overdueDate = Date
    
    On Error Resume Next ' Continue if an error occurs (e.g., not a task item)
    
    ' Check if the current item is a task item
    If Application.ActiveInspector.CurrentItem.Class = olTask Then
        Set objTask = Application.ActiveInspector.CurrentItem
        
        ' Check if the task is overdue
        If objTask.DueDate < overdueDate And objTask.Complete = False Then
            ' Update custom field "TaskStatus" with "Overdue"
            Set UserProp = objTask.UserProperties.Find("TaskStatus")
        If UserProp Is Nothing Then
           Set objProp = obj.UserProperties.Add("TaskStatus", olText, True)
        End If
            objTask.MyUserProperties("TaskStatus").Value = "Overdue"
            objTask.Save ' Save the changes
        End If
    End If
    
    Set objTask = Nothing ' Release the object reference
    On Error GoTo 0 ' Reset error handling
End Sub

But it is still not doing anything

 

[Diane Poremsky]

Two typos. I forgot to change obj to objTask - not sure where the My came from, but removing that and it worked.

Try this code:

Sub UpdateTaskStatus()
    Dim objTask As Outlook.TaskItem
    Dim overdueDate As Date
    Dim objProp As Outlook.UserProperty
    
    ' Define the overdue threshold (e.g., overdue if due date is in the past)
    overdueDate = Date
    
    On Error Resume Next ' Continue if an error occurs (e.g., not a task item)
    
    ' Check if the current item is a task item
    If Application.ActiveInspector.CurrentItem.Class = olTask Then
        Set objTask = Application.ActiveInspector.CurrentItem
        
        ' Check if the task is overdue
        If objTask.DueDate < overdueDate And objTask.Complete = False Then
            ' Update custom field "TaskStatus" with "Overdue"
        Set UserProp = objTask.UserProperties.Find("TaskStatus")
        If UserProp Is Nothing Then
           Set objProp = objTask.UserProperties.Add("TaskStatus", olText, True)
        End If
        
            objTask.UserProperties("TaskStatus").Value = "Overdue"
            objTask.Save ' Save the changes
        End If
    End If
    
    Set objTask = Nothing ' Release the object reference
    On Error GoTo 0 ' Reset error handling
End Sub

 

[sjbtax]

Two typos. I forgot to change obj to objTask - not sure where the My came from, but removing that and it worked.

View attachment 4221

Try this code:

Sub UpdateTaskStatus()
    Dim objTask As Outlook.TaskItem
    Dim overdueDate As Date
    Dim objProp As Outlook.UserProperty
   
    ' Define the overdue threshold (e.g., overdue if due date is in the past)
    overdueDate = Date
   
    On Error Resume Next ' Continue if an error occurs (e.g., not a task item)
   
    ' Check if the current item is a task item
    If Application.ActiveInspector.CurrentItem.Class = olTask Then
        Set objTask = Application.ActiveInspector.CurrentItem
       
        ' Check if the task is overdue
        If objTask.DueDate < overdueDate And objTask.Complete = False Then
            ' Update custom field "TaskStatus" with "Overdue"
        Set UserProp = objTask.UserProperties.Find("TaskStatus")
        If UserProp Is Nothing Then
           Set objProp = objTask.UserProperties.Add("TaskStatus", olText, True)
        End If
       
            objTask.UserProperties("TaskStatus").Value = "Overdue"
            objTask.Save ' Save the changes
        End If
    End If
   
    Set objTask = Nothing ' Release the object reference
    On Error GoTo 0 ' Reset error handling
End Sub

Excellent! That works. Now to figure out the best way to automatically apply that tag to any overdue tasks.

Thanks again Diane

 

[Diane Poremsky]

Excellent! That works. Now to figure out the best way to automatically apply that tag to any overdue tasks.

Thanks again Diane

If you want to have it applied like daily without your doing anything, you can use a reminder to trigger the macro. If you want it applied automatically when you open a task, you need to use NewInspector

This has an example of how to do it (but for email)

Use a Default Subject for New Messages

How to use a VBA macro to insert a predefined text into the subject field of a new messages. Method works with any Outlook item type.

www.slipstick.com

Basically.... this needs changed to taskitem and then the code do
Private Sub m_Inspector_Activate()
If TypeName(m_Inspector.currentItem) = "MailItem" then...

and then work the manual code into it.