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Configure notification SMS in Lotus Notes calendar

In this guide you can read about how to integrate SMS technology into your corporate IT system with the help of an SMS gateway software. Below you can find step by step instructions for sending SMS messages from the calendar application of Lotus Notes. Please check our video tutorial, as well.

Download: Lotus NotesSQL

Send SMS from Lotus Notes (part 1/2, configure your modem)

This SMS communication system makes it possible to send SMS messages from the calendar of Lotus Notes. If you create a reminder in this calendar then it is possible to send your reminder in SMS messages to mobile phones. Ozeki NG SMS Gateway can read calendar entries with the help of a built-in "Database user". Since Lotus Notes uses a unique database, NotesSQL needs to be used. NotesSQL makes it possible for Ozeki NG SMS Gateway to read data from the database via standard ODBC connection.

What are the prerequisites

To adopt this solution you will need a connection between the mobile network and your system. You can establish this connection in two ways: using an Internet connection or using a wireless connection by attaching a GSM phone or GSM modem to your PC. Please check this website if you need some help for your decision: Internet based SMS connections vs. GSM modem based (wireless) SMS connections.

Preconditions for Internet based connection to the Mobile network

To establish the connection between your system and an SMS service provider via the Internet, you will need these devices:

Figure 1/a - Internet based connection with Ozeki NG SMS Gateway

With this type of connection you will need an SMS service provider who provides access to its services and ensures Internet based SMS services. On our webpage we have collected some providers to help you in your decision: SMPP SMS Service providers. After you have decided which provider and which service is the most appropriate for you, you need to sign a contract and you will receive connection parameters from your provider. Once you got the necessary parameters you can setup your Ozeki NG SMS Gateway software.

Preconditions for wireless (GSM modem) connection to the Mobile network

With this type of connection all you need is a GSM modem or a GSM phone and you can join it easily to your PC with a data cable. The GSM device will be operated by your Ozeki NG SMS Gateway software and it will be able to handle SMS messaging wirelessly. You will need the following components to use this type of connection:

Figure 1/b - GSM modem connection with Ozeki NG SMS Gateway

For GSM modem connection you will need the following components:

Video: Send SMS from Lotus Notes (part 1/2, configure your modem)
SIM Card - Available at a local mobile network service provider*
Modem - Use a Wavecom, Siemens or Multitech modem.
Data cable - Comes with the modem
Computer - Recommended: Intel P4 3Ghz, 2GB RAM, 500Mb HDD, Windows OS
Ozeki NG SMS Gateway - Download it from http://www.sms-integration.com
Lotus Notes

*The SIM card will come with a plan, that will determine how much money you will spend on each SMS.
Ozeki NG SMS Gateway can be obtained by
opening the download page:
Download Ozeki NG SMS Gateway!

System architecture

On Figure 2 you can check how the SMS gateway sends SMS text messages from Lotus Notes:

Figure 2 - SMS sending process from Lotus Notes Calendar with Ozeki NG SMS Gateway

Configuration guide for Lotus Notes SMS

To create a reminder message first you need to generate an ODBC connection. This connection will be connected to your database. Then you also need to configure Ozeki NG SMS Gateway. In the calendar you have to create a reminder. This entry can be sent in SMS to a given mobile phone.

Step 1. Install and configure Lotus NotesSQL.

First you need to download Lotus NotesSQL. Then follow the setup instructions and install it to your computer.

If you finish installation, update your System Environment Variables in Start menu/My computer/Properties/Advanced/Environment Variables. You need to click on "Edit" in "System Variables" window. "Edit system variables" window appears. Now add your Lotus Notes Path to "Path Variables". There is a given "Variable value" in the box. Now type the following after the end of this value: C:\Program Files\IBM\Lotus\Notes and click on "OK" (Figure 3).

Figure 3 - System variables

After this you also need to create a new Lotus Notes ODBC connection. You can do so if you go to Start menu/Control panel/Administrative Tools. Here you find "Data sources (ODBC)" option. An "ODBC Data Source Administrator" window appears. Here select the "System DNS" pane and click on "Add..." (Figure 4).

Figure 4 - System DSN

Now select a driver for which you want to set up a data source: Select Lotus NotesSQL Driver. Click on "Finish" (Figure 5).

Figure 5 - Select a driver

In the "ODBC Lotus Notes Setup" window, which automatically appears, you need to provide a data source name: "LotusReminder". Under this box there is a "Description" option, here type "Lotus Reminder". To select your Domino server you need to type in your password. Then select: "vmxpeng/vmxpeng" (Figure 6).

Figure 6 - ODBC setup

You also need to select your database: Now select your email database because it will be the database of your calendar entries also. It needs to be "mail\user.nsf". If you click on "Options" of Notes SQL, you can select your username ("user/vmxpeng") and type your password in (Figure 7). Click on "OK". Now the connection is ready.

Figure 7 - ODBC options

Step 2. Setup Ozeki NG SMS Gateway

To setup Ozeki NG SMS Gateway, select the "Manage/Configure" option of Ozeki NG SMS Gateway. Login with your admin user. To create a new database user click on "Add new user or application" in the right hand side of the interface of Ozeki NG SMS Gateway in "Users/Applications" pane (Figure 8).

Figure 8 - Add new user or application

Select "Database user" in the list and click on "Install" next to it (Figure 9).

Figure 9 - Install the application

In the "SQL installation application" window you need to provide a name for the database user: "LotusSmsReminder". Click on "OK" (Figure 10).

Figure 10 - Provide a name for the application

Now setup the database connection. In "LotusSmsReminder-Configuration" window select the "Database connection" pane and change Connection string type to "ODBC" and the connection string to "DSN=LotusReminder;" (Figure 11).

Figure 11 - SMS reminder configuration window

Now open "SQL for sending" pane. In "Polling" tab change the "SQL select statement used for polling messages" to the following statement (Figure 12):

SELECT ApptUNID AS id,'' AS sender, Body AS receiver, Subject AS msg, '' AS msgtype, '' AS operator FROM Appointment WHERE Categories = 'sms' AND AppointmentType = '4' AND ((StartDate = '$currentdate' AND StartTime <= '$currenttime') OR StartDate < '$currentdate')

Figure 12 - Poll option

Still in "SQL for sending" pane, select "Sending" tab and type the following statement for SQL update. This statement will be used if polling process has been successful (Figure 13):

UPDATE Appointment SET Categories = 'sms - sending' WHERE ApptUNID = '$id'

Figure 13 - Sending option

The category of the reminders always shows the current status of SMS messages (it shows if it is sent, not sent, delivered, undelivered).

Select "Sent" tab and type the following statement (Figure 14):

UPDATE Appointment SET Categories = 'sms - sent' WHERE ApptUNID = '$id'

Figure 14 - Sent option

Select "Not sent" tab and type the following statement (Figure 15):

UPDATE Appointment SET Categories = 'sms - not sent' WHERE ApptUNID = '$id'

Figure 15 - Not-sent option

In "Delivered" tab type the following statement (Figure 16):

UPDATE Appointment SET Categories = 'sms - delivered' WHERE ApptUNID = '$d'

Figure 16 - Delivered option

In "Undelivered" tab type the following statement (Figure 17):

UPDATE Appointment SET Categories = 'sms - undelivered' WHERE ApptUNID = '$id'

Figure 17 - Undelivered option

Now go to "SQL for receiving" pane and uncheck the "Use this database connection for receiving messages" option as you cannot receive SMS in this database connection. Click on "OK" (Figure 18).

Figure 18 - Uncheck the option

In the "LotusSmsReminder" (SQL) window which is on the left side of the gateway's interface click on "Events". Here you can see if the database connection is successful.

Step 3. Create a new SMS reminder in Lotus Notes

You can provide the exact time when you want to send your SMS reminder. To create a new SMS reminder you need to start Lotus Notes. Login with your username and password. To create a new reminder open the Calendar of Lotus Notes. Click on "New" and select "Reminder" (Figure 19).

Figure 19 - New reminder

In the "Subject" line type your message. You also need to provide the exact time of the reminder. Then provide the category of the reminder: "SMS". In the "Description" field you can provide the phone numbers of recipients. In case of more than one recipients separate the phone numbers with semicolons. Finally, click on "Save and close" option at the upper left side (Figure 20). In the calendar you can check the generated reminder.

Figure 20 - Reminder settings

Now open Ozeki NG SMS Gateway and login with your username and password. On the right side, select LotusSmsReminder and in the outbox you can check your reminder SMS as it is ready for delivery (Figure 21).

Figure 21 - Sent reminder

If you click on the reminder in the calendar of Lotus Notes you can see that the category of the reminder has changed to "SMS-sending" from "SMS" (Figure 22).

Figure 22 - SMS sending

Thank you for reading this guide