Set Limits for Number of Phone Calls Sent Through EmailToVoice.Net

Set Limits for Number of Phone Calls Sent Through EmailToVoice.Net

EmailToVoice.Net allows customers to limit the number of voice phone calls sent through our service within a specific timeframe. The timeframe can be set as:

  • one minute
  • five minutes
  • one hour
  • one day

The purpose of this feature is to limit excessive alert messages sent during an abnormal condition, such as a widespread power failure or some other catastrophic event that is completely out of the ordinary. When the customer integrates EmailToVoice.Net with their business applications and monitoring systems, the customer expects a certain number of messages to be sent within a certain window of time under normal conditions. Using this feature, the customer can set limits to meet their expectations. The result is the containment of unnecessary messages.

To set this limit, the customer can go to the Customer Portal / My Details / EtoB – Send Limit cutoff and enter the number of messages that are acceptable within a selected timeframe.

Email To Voice Sending Limit Cutoff

The EmailToVoice.Net service will automatically be disabled if an abnormal condition occurs. The service will automatically tick the box at My Details /  EtoB – Is Disabled, and the service will be set as inactive. The service will also email the main email address in the account with a notification that the service has been disabled because of an exceptional condition.

If this condition is triggered, the service will need to be reactivated manually by the customer when the condition passes. The customer will simply go into the Customer Portal and untick the box at My Details /  EtoB – Is Disabled, and the service will be back active again.

Monthly Cost Limits

This ‘Sending Limit’ feature is in addition to the customer’s ability to request a monthly cost limit. By default, the monthly limit is set at $300 USD when a credit card is provided and stored on file or a Purchase Order is received from the customer. If the customer wants this limit reduced or increased, then Contact Us with the requested monthly limit. If normal processing is recognized by the EmailToVoice.Net team within a customer account as exceeding the $300 default limit, then the EmailToVoice.Net Billing Team will attempt to accommodate normal processing behavior for the customer by raising the monthly limit above the $300 USD default amount appropriately.

Other Useful Features

Parse the important part of the message converted to Voice or SMS

You can parse the email message by specifying where the important part of the text starts and ends. This eliminates the irrelevant parts of your email, such as images, the top Header part, and the bottom of the email, such as the Signature, leaving only the important part of the message. Set these parameters in the Customer Portal / My Details / Change Details. It is great to keep the message short and more succinct.

Set a window of time for delivering the messages

If you want to send alerts out to your staff as phone calls or SMS text messages only during a specific time of day, you can specify the times in Customer Portal / My Details / Email To Broadcast: Active Window.

In Summary

There are many advanced features of EmailToVoice.Net. These are merely a few of them. We love to share our many years of experience in this industry and provide easy no-code solutions for your workflow communications needs. Do not hesitate to Contact Us.

Author

Director at EmailToVoice.Net: CISSP – Solutions Architect for Industrial IoT Alerts and Business Communications. LinkedIn

Send Multi-Modal Business Communications Through the Customer Portal

Send Multi-Modal Business Communications Through the Customer Portal

EmailToVoice.Net provides a seamless way to make alert voice phone calls and to send rich content SMS messages. This is done by merely sending an email. However, it is important to not disregard how easy it is to send TTS, recorded Voice, and SMS messages using the Customer Portal in EmailToVoice.Net.

Customer Portal

QUICK SMS

You can send Quick SMS messages to a list of phone numbers by using the Customer Portal.

  • Step One: Enter the cell phone numbers that are to receive the message. The only field that must be filled in is the Mobile Number field.
  • Step Two: You can optionally enter an SMS reply number. This is for International (not USA or Canada) numbers. If you need an SMS reply number for the USA or Canada, Contact Us
  • Step Three: Enter your messages. Your SMS message can be a maximum of 1071 text characters. Messages between 160 and 306 characters will be charged as two messages; each extra 153 characters after that will be charged as an extra SMS message.

On the next screen, you can merely hit SUBMIT if you want the message to be sent out immediately. However, there are other options available for you to schedule the job to be released on a specific day and time.

 

 

 

Create Escalation or Sequential Lists – SMS, TTS, Recorded Voice, Email, and FAX

You are able to use the Customer Portal to set up lists. These lists can be simultaneous or sequential escalation lists. You can have the messages sent to all recipients in the list at effectively the same time. Or you click the ‘escalation list’ box and have the messages sent one at a time until a person answers and listens to the message for 10 seconds. The Escalation lists are for TTS and prerecorded voice messages.

 

 

 

 

Send to Lists SMS, TTS, Recorded Voice, Email, and FAX

You can send a new message broadcast to a predefined list in the Customer Portal. You will be guided through the setup step by step. The message can be SMS, TTS, Recorded Voice, Email, and FAX.

 

Features of the Customer Portal

The Customer Portal has many useful features for an enterprise to manage a no-code solution for business messaging. For instance, you can see the real-time status of jobs submitted through EmailToVoice.Net, change details in Customer Profile settings, create distribution lists, and much more.

Here is a quick summary of the capabilities of the EmailToVoice.Net Customer Portal

  • View All Jobs: The customer can view summary and detailed information on messages that have been sent through EmailToVoice.Net. Specific date ranges or a specific job number can be specified.
  • Manage Personal Lists: The customer can setup distribution lists, which are then referenced by the LISTS tag in the content of the email for sending TTS or SMS messages to a group of recipients.
  • New Broadcast: The customer can send a TTS, SMS or Email messages to one or more recipients directly from the Portal
  • Quick SMS: A customer can send a Quick SMS message, one-way or two way, to one or more recipients directly from the Portal
  • Manage Opt-Outs: The customer can specify a phone number that is never to be sent through the customer’s account. This is useful for phone numbers that have changed and should no longer be used. This is useful when an employee leaves the company and their personal cell phone number remains in lists.
  • My Details: The customer can change profile settings, such as company address, email address or main account phone number. This includes the customer’s account password. To learn more about the very useful fields in the profile, refer below.

More than Email To Voice

EmailToVoice.Net does more than send Voice and SMS messages via an email interface. You can use the Customer Portal to quickly send SMS messages or you can create Lists and use the Customer Portal to send email, Fax, SMS, TTS, and prerecorded Voice messages. Explore the Customer Portal and learn about the advanced capabilities of EmailToVoice.Net. Or just Contact US and let us know what you want to do. Our Solutions Architects will get on the phone with your project coordinator and work out all the details. We want you to be successful and we can help you achieve that.

Author

Director at EmailToVoice.Net: CISSP – Solutions Architect for Industrial IoT Alerts and Business Communications. LinkedIn

 

Use the Opt Out List to Stop Calls To a Phone Number in EmailToVoice.Net

Use the Opt Out List to Stop Calls To a Phone Number in EmailToVoice.Net

Customers of EmailToVoice.Net send alert phone calls or text messages to their employees. Sometimes, those employees leave the company or go on vacation. In these cases, the messages should be stopped permanently or temporarily. The most preferred method to stop calls from going to a specific phone number is to remove them from all lists. But, adding their number to the Opt Out List may be faster and more efficient.

The most expedient way to stop messages from being sent is to add the phone number to the account’s Opt Out List. The administrator can even set a time period.

Opt Out List

The Opt Out List is managed through the Customer Portal.

 

Opt Out a Phone Numebr

 

The administrator is provided with a list of message types on the OptOut Lists Management page. The choice should be made based upon what type of messages were being sent. The following can be used as a reference:

  • Choose Phone if the message was sent to PhoneNumber@tts.message-service.org
  • Choose Mobile if the message was sent to PhoneNumber@sms.message-service.org or PhoneNumber@linkinsms.message-service.org
  • Chose FAX if the message was sent to PhoneNumber@fax.message-service.org

The OptOut List will work if you are sending messages individually or if you are using the different methods available in EmailToVoice.Net for multiple destinations. There are many ways to send to multiple users in a single message.

Using Lists in EmailToVoice.Net

To learn more about sending to multiple destinations, read our Blog Post “Three Ways to Send to Multiple Recipients Through EmailToVoice.Net“.

Multiple Destinations in the TO Field

Multiple destinations can be specified in the TO field by separating them with a “#”. IE;:
2145551234#2145551235#2145551236@tts.message-service.org
OR, multiple destinations can be entered as multiple full email addresses:
“2145551234@tts.message-service.org, 2145551235@tts.message-service.org

NOTE: When stringing destinations in the TO field of the Email, there is a standard general length restriction of about 64 characters for the TO field.

Multiple Destinations in the Email Content

Multiple Destinations can be In the body of the message in the following format:
<Numbers>
2145551234
2145551235
2145551236
</Numbers>

NOTE: The destination phone numbers are included in the body of the message. So, the TO field should be: msg@tts.message-service.org

Multiple Destinations Using a Pre-Loaded List

Multiple Destinations can be through pre-setup lists by using the format:
<Lists>
My First List Name
My Second List Name
</Lists>

Business Communications using EmailToVoice.Net

EmailToVoice.Net is rich in features and capabilities for your Business Communications needs.

Make a voice phone call from any email interface

We convert your email content to voice so the recipient of your choice receives an easy-to-understand voice message on their phone – plus many more valuable features. We do not require that the receiving phone number be registered with us. You can send a phone call from your email to any landline or cell phone. No software to install. No expensive complicated Apps. Nothing new to learn.

Send Rich content SMS messages from any email interface

EmailToVoice.Net provides the ability to send a large amount of formatted data (16MB) using LinkInSMS to a cell phone as an SMS from monitoring software or business applications. Messages with the formatting requirements of an HTML Web Page can be automatically sent to just about any cell phone in the world as easily as sending an email using simple SMS, which is available everywhere in the world.

Contact Us if you would like to learn more.

Author

Director at EmailToVoice.Net: CISSP – Solutions Architect for Industrial IoT Alerts and Business Communications. LinkedIn
How to Modify an Active List that is Locked in EmailToVoice.Net

How to Modify an Active List that is Locked in EmailToVoice.Net

Changes to distribution lists used for alerts and business communications are necessary when employees leave the company or change positions. However, sometimes an administrator of EmailToVoice.Net will get the following error message when trying to make a change to a List in EmailToVoice.Net.

Sorry, this list is currently locked and cannot get modified as it is in use for job nnnnnnnn

Updating a list that is currently in use by messaging jobs is easy. It merely entails

  • downloading the list,
  • making the changes,
  • uploading the list under a new unique name,
  • renaming the production list to something new,
  • renaming the new list to the name of the production list.

Following are the steps in more detail

Login into the Customer Portal. Choose Manage Personal Lists in the menu on the left. Download the production list that needs to be updated

The downloaded file will be a comma-delimited file that can be updated in Microsoft Excel. Make the required changes to the downloaded file.

In the Customer Portal / Manage Personal Lists, click on Add List… Make the name of the list unique. Remember to click on the “This List is an escalation list” box if the recipients in the list are to be called in sequence until one answers. Learn more about our escalation list feature in our Blog Post “Escalation Lists Support Sequential Calling for Alerts in EmailToVoice.Net

 

Import the updated comma-delimited file into the new list

Select Modify List Details and rename the old production list to something unique. Then click on the Modify List Details for the new list and name it the exact same name as the old production list.

New TTS List Portal 4

Now, the updated list is the current production list.

You can learn more about List Management and the use of the Customer Portal in articles published in our Blog.

TIP: Alternative to Modifying the List

As an alternative to making a change to the list, you can in EmailToVoice.Net put the employee’s number that has left the company in the Opt-Out List. Then that number will never be called even though it is in distribution lists.

 

Opt out list No Call List

Business Communications is Critical to Effective Business Processes

EmailToVoice.Net makes it easy to implement mission-critical solutions for business communications. Sending a message from monitoring software or directly from an IoT device to a phone requires a specialized hardware and software solution to be installed in the client’s central data center. Connections to smart devices, CRM, PCS or ERP systems need to go through complex API’s or propriety software gateways. EmailToVoice.Net makes this all as easy as sending an email. The EmailToVoice.Net service does the hard stuff. It converts the text of the email message into a genuine-sounding voice (Text to Speech), then dials the phone, handles voice mail, and much more. All of this is done without the need to install hardware or use APIs. We also can facilitate the delivery of rich communications SMS messages with the need of RCS. Learn more in our article “Comparing Enterprise SMS using LinkInSMS to RCS and MMS

There are many more features in EmailToVoice.Net. Let us know if you would like to learn more. Contact us. We love to share our experience in workflow processes, industrial communications, and alerts.

 

Author

Director at EmailToVoice.Net: CISSP – Solutions Architect for Industrial IoT Alerts and Business Communications. LinkedIn
Escalation Call List Delay in Email to Voice Service

Escalation Call List Delay in Email to Voice Service

Escalation Call Lists are needed when an emergency alert must be received and acted upon. EmailToVoice.Net provides the customer the ability to create a list of recipients that will be called sequentially until a person is reached and listens to the alert message.

We have added an additional feature to our Escalation List. The customer can now set a default amount of time that occurs between the sequential calls. The customer signs into the Customer Portal and goes to MY Details. The field is called ‘Escalation List Delay’. This field sets the time between each call that was not answered in an escalation list. The setting is the delay duration in minutes.

Escalation Delay in Email To Voice

List Management

EmailToVoice.Net has long provided List Management so that a customer can send a message to multiple recipients, such as an email to a voice phone call. This is done in the Customer Portal under the menu item Manage Personal Lists.

Escalation Lists are a feature of the List Management capability in EmailToVoice.Net.

Escalation Lists are used to sequentially send a text-to-speech (TTS) message to a list of phone recipients. The messages are sent one at a time until a person answers or takes an action to accept the call. The acceptance of the call is based upon specific criteria set by the administrator that created the list. This is unlike the standard list type, where the message is sent to all the recipients at one time.

The purpose of an escalation list is to find a recipient who can act on the message. Examples of such a message might be:

  • Perform an urgent maintenance job for a piece of equipment that has failed
  • Fill a shift vacancy for someone who has called in sick
  • Get a courier to urgently pick up a package and deliver it

Send a Message to an Escalation List

You send your TTS message using this list in EmailToVoice.Net. For example,

  1. send the email message TO dmy@tts.message-service.org
  2. in the body of your message, include:
    <Lists>*My New Escalation List Name*</Lists> (* * replace with your list name)

The message must be picked up (not by voice mail) and listened to for at least 10 seconds, otherwise, the next recipient in the list is called. Once someone listens to the message for the required length of time, the job stops there.

If you send a two-way TTS, the recipient must press 1 on the phone’s Dialpad to accept the message. Otherwise, the next recipient in the list is called. In this case, it doesn’t matter how long the person has listened to the message. Making a TTS message a Two Way is done by merely adding the tag <TwoWay> on a separate line in the content of the email.

More Features

EmailToVoice.Net is rich in features while being simple and effective to use for business communications and alerts. We transform an email message into a phone call or enterprise Text Message with no need to program APIs or install any hardware or software. You can send a voice phone call (TTS), Enterprise Text SMS, FAX or prerecorded Voice Message from any email program interface through your monitoring software, CRM, or Dispatch System. Contact Us and let us assist you in meeting your mission-critical business communications needs.

 

Author

Director at EmailToVoice.Net: CISSP – Solutions Architect for Industrial IoT Alerts and Business Communications. LinkedIn
Escalation Lists Support Sequential Calling for Alerts in EmailToVoice.Net

Escalation Lists Support Sequential Calling for Alerts in EmailToVoice.Net

Escalation Lists in EmailToVoice.Net are used to sequentially send a text-to-speech (TTS) message to a list of phone recipients from any business application. An alert notification needs action immediately. This may require the alert to be sent to more than one person to assure action is taken on the critical issue. EmailToVoice.Net provides the ability to send to a sequential list of people until one is reached. The feature of EmailToVoice.Net is called an Escalation List.

Escalation List Based Upon Proven List Management

EmailToVoice.Net has long provided List Management so that a customer can send a message to multiple recipients, such as an email to a voice phone call. This is done in the Customer Portal under the menu item Manage Personal Lists.

 

Recipeint Lists in Email to Phone and SMS

In the Customer Portal, you can create and maintain lists of recipients. Then in the Email, you use the tag called Lists to identify the List you want to use for the message.

Feature Addition to List Management

A feature of the List Management capability in EmailToVoice.Net is Escalation Lists.

Escalation Lists are used to sequentially send a text-to-speech (TTS) message to a list of phone recipients. The messages are sent one at a time until a person answers or takes an action to accept the call. The acceptance of the call is based upon specific criteria set by the administrator that created the list. This is unlike the standard list type, where the message is sent to all the recipients at one time.

The purpose of an escalation list is to find a recipient who can act on the message. Examples of such a message might be:

  • Perform an urgent maintenance job for a piece of equipment that has failed
  • Fill a shift vacancy for someone who has called in sick
  • Get a courier to urgently pick up a package and deliver it

How the Escalation List works

The Escalation List feature would call the first contact in the list. If they do not listen to the message for at least 10 seconds, or do not reply in a positive fashion by pressing 1 in the phone’s Dialpad, then the second contact is called. And that continues until someone listens to the message, replies to accept the offer, or the List is exhausted.

In all instances, a status report of the message is logged on the Customer Portal under View All Jobs and an email status report is returned to the main email address on the account. Further Workflow processes can be executed using the email status report with a product such as Microsoft Power Automate.

To use this feature, you set up a new list (or edit an old one) in the Customer Portal and tick the box “This list is an escalation list”.

 

Set the Escalation List identifier

When you name the List, click on the box that says this is an Escalation List

Send a Message to an Escalation List

You send your TTS message using this list in EmailToVoice.Net. For example,

  1. send the email message TO dmy@tts.message-service.org
  2. in the body of your message, include:
    <Lists>*My New Escalation List Name*</Lists> (* * replace with your list name)

The message must be picked up (not by voice mail) and listened to for at least 10 seconds, otherwise, the next recipient in the list is called. Once someone listens to the message for the required length of time, the job stops there.

If you send a two-way TTS, the recipient must press 1 on the phone’s Dialpad to accept the message. Otherwise, the next recipient in the list is called. In this case, it doesn’t matter how long the person has listened to the message. Making a TTS message a Two Way is done by merely adding the tag <TwoWay> on a separate line in the content of the email.

Phone Calls are Loud and Rare

Phone calls get people’s attention when you need them to act on a critical event. When you send an email, it just does not get the necessary level of attention for important information.

Implementation of industrial-strength solution for communication-enabling business processes such as critical alerts is a major effort. Sending a message from monitoring software or directly from an IoT device to a phone requires a specialized hardware and software solution to be installed in the client’s central data center. Connections to smart devices, CRM, PCS or ERP systems need to go through complex API’s or propriety software gateways

However, a cloud-based communications solution such as EmailToVoice.Net makes this all as easy as sending an email. The EmailToVoice.Net service does the hard stuff. It converts the text of the email message into a genuine-sounding voice (Text to Speech), then dials the phone, handles voice mail, and much more. All of this is done without the need to install hardware or use APIs. There are not even any monthly fees.

Rich on Features

EmailToVoice.Net is rich in features while being simple and effective to use for business communications and alerts. We transform an email message into a phone call or enterprise Text Message with no need to program APIs or install any hardware or software. You can send a voice phone call (TTS), Enterprise Text SMS, FAX or prerecorded Voice Message from any email program interface through your monitoring software, CRM, or Dispatch System. Contact Us and let us assist you in meeting your mission-critical business communications needs.

 

Author

Director at EmailToVoice.Net: CISSP – Solutions Architect for Industrial IoT Alerts and Business Communications. LinkedIn