Advantages of Cloud Based Fax Services

Advantages of Cloud Based Fax Services

Fax should be a major consideration as an enterprise develops its Digital Transformation strategy. Traditional steps that have always been part of the business processes must continue to be considered. If they are not, business processes will be broken.

FAX communications still holds significant importance in many industries, such as the legal, healthcare, and financial sectors. But, FAX is used for many business purposes because of the ubiguitous FAX protocol; its security, and relability.

As the Wel Corporation states in their post Legal and Government: Why use Cloud Fax?

Cloud fax services offer security features such as encryption and secure data centres to protect your confidential documents. In addition, many services offer audit trails and access controls to ensure that only authorized personnel can view and send faxes.

EmailToVoice.Net FAX

One such cloud FAX service is offered by EmailToVoice.Net. This service allows users to send FAXes through their existing email accounts. Business applications can send FAXes as easily as sending an email. The Attachment of the email is converted to FAX format and delivered to the recipient’s FAX machine or email inbox. The content of the email will optionally be converted to the FAX cover page.

Cloud FAX services offer numerous advantages for enterprises, including cost-effectiveness, speed, security, and accessibility. EmailToVoice.Net offers cloud-based FAX solutions. Utilizing these services, businesses can streamline their FAX communications processes, improve efficiency, and reduce costs, while maintaining the security and confidentiality of their sensitive information.

How to Send a FAX Using a Cloud Service

Sending a FAX from the cloud-based EmailToVoice.Net is as easy as sending an email or adding an Email destination to your business applications software.

How to Send a FAX Using Email

Enter phonenumber@FAX.message-service.org in the “to” field.
phonenumber for the USA and Canada is something like 5555555555. The number does not need to be preregistered with EmailToVoice.Net.
For International numbers outside of the USA and Canada, the phonenumber needs a + country code and would look something like +6155555555

The FROM email address must be the same as specified in the subscription process or a special email address you provided.

Type in anything you want in the subject field using less than 120 characters.
Attach your document, such as a PDF, to the Email.

The content of the Email will be used as the FAX Cover Page.

In Summary

There are many advanced features of EmailToVoice.Net. This is just one 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
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
Most Commonly Used Features of EmailToVoice.Net

Most Commonly Used Features of EmailToVoice.Net

You have become a user of EmailToVoice.Net. So, now what?

First Things First

Let’s make sure we all understand the basics of how EmailToVoice.Net works. Our cloud messaging service converts the text in the email message to a genuine-sounding voice or formatted SMS text message and then delivers that message to a phone anywhere in the world without preregistrations. No need to install hardware or use APIs.

To send a message, the Email Fields would look something like this:

TO: phonenumber@NNN.message-service.org  (The recipient’s cell phone, NNN can be TTS, SMS, LinkInSMS, Voice or FAX)
FROM: emailaddress@yourcompanydomain.com  (The authorized email address to send messages through our service)
SUBJECT: Anything  (Used as a job name for reporting purposes, but can be used as the message or part of the message)
CONTENT (For TTS, this will be converted to a voice message. For SMS, this becomes the text message)

Those are the fundamentals. So, now let’s cover what more we can do to meet your enterprise business needs. (Note that this is not an inclusive list. These are the most commonly used advanced features.)

Send a Voice or SMS message from Monitoring Software, CRM, ERP, PCS, or any business application

Integrating communications with business applications is the most common use of EmailToVoice.Net. Applications can send an email, but it is so important in today’s sensory-filled world to get the important messages out as a voice phone call or an SMS text message. Merely change the recipient’s email address to the format of the TO as described above, and you are now sending live communications from your applications without the need for APIs, coding, etc.

What Email Addresses are Authorized?

The main email address specified during the Subscription process on the account can always send messages through our service. That email address also receives reports, password changes, and billing:

You can request us to add an additional email address to your account that will be authorized to only send messages through our service. Just Contact Us.

There are many security features to identify items such as a whitelist of IP addresses. Let us know what you need.

What Phone Numbers Can I Send To?

You can send messages to any number in the world. If the number is in the USA or Canada, then the country code is not needed. When the number is outside of the USA and Canada, then specify phonenumber in the TO field to be something like +6155555555, where 61 is the country code. (Note that there are some global regulations that may exclude some phone numbers.)

Can I Have Only 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 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.

Can I 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 / Change Details / Email To Broadcast: Active Window.

Can I have the Sending Number be From My Company?

You can have the Caller ID for TTS and Voice messages be from a number that you own. Just Contact Us. It is important that you are able to provide proof that your company owns the phone number. We cannot guarantee that the Caller ID will display in all regions of the USA and globally because carriers throughout the US and the world have to meet varying regulations regarding Caller ID.

You can specify an SMS Sender ID number in Customer Portal / My Details / Change Details. If you are not in the USA and Canada, you can specify a number you own. Within the USA and Canada, you will need to request a number (a Long Code) from us and we will update your account with that number. There will be a minimal monthly charge for that Long Code.

Can I Send to Multiple Destinations?

There are several ways to send to more than one destination.

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.
NOTE: The type of messages, such as TTS or SMS, cannot be mixed in a single message.

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>
First ListName
Second ListName
</Lists>

NOTE: These lists are created and loaded through the Customer Portal
NOTE: The TO field should be: msg@tts.message-service.org

Can I Have the Subject Field be Part of the Message?

The Subject field of the email coming into our service is always used as the Job Name for reporting purposes. However, sometimes the Subject Field has valuable information in it. So, you can choose to concatenate the Subject field to the message or have only the Subject field be the entire message. You specify this in Customer Portal / My Details / Change Details.

Can I have an SMS Message Deliver Large Amounts of Formatted Data?

An Aert text message sometimes needs to deliver a large amount of formatted data (HTML). This can be done by sending the SMS message with the TO field as phonenumber@LinkInSMS.message-service.org. For instance, the formatted data may be the section of a user manual on how to perform the repair for the failed device. Our ‘Enterprise SMS’ feature, which uses LinkInSMS, is explained in more detail in our post called “Sending Enterprise Text Using a Simple Email Interface “.

How Does Reporting Work?

Every time a message is sent from your account through our service, the main email address receives a detailed email providing the status of the message. This can be changed in your account so that the main email address receives messages only if there are exceptions, such as a failed job. Just  Contact Us.

You can specify additional emails to receive reports, or specify that no email reports are sent at all.

Is There A Customer Portal To View Job History?

We have mentioned the Customer Portal previously regarding Account Details and Lists. However, it has much more, such as ‘View All Jobs’ to see the jobs history on any date range you choose.

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.

Three Ways to Send to Multiple Recipients Through EmailToVoice.Net

Three Ways to Send to Multiple Recipients Through EmailToVoice.Net

EmailToVoice.Net can send a message to a phone using email and have the email content read to the recipient with a nice sounding voice using Text-To-Speech. The destination used in the email is simply to have the TO field look something like 2145551234@tts.message-service.org.

To send the message to multiple recipients, the sender can merely send the message multiple times to different recipients. However, there are three other ways to send a message from EmailToVoice.Net to multiple recipients.

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 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>

NOTE: These lists are created and loaded onto our Service. To pre-load destination lists, contact us at our Contact Us page  or by sending an email to Support@emailtovoice.net. A process will be agreed upon to load the list(s).

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

Works for all Communications

The examples above are using TTS. However, these multiple destination options are applicable for all of the communication methods available in EmailToVoice.Net. For instance, the tts can be replaced with sms, fax or voice, since EmailToVoice.Net can also send to SMS, FAX and send a pre-recorded voice message via an attached WAV file.

You can learn more at our Features Page. If you have any questions regarding these optional methods to specify recipients in EmailToVoice./Net, please Contact Us

How to make a phone call using an email interface

How to make a phone call using an email interface

What alternative is available to make a phone call using email? This is especially useful for sending a voice message to a phone from an alert system or business application. A cloud-based messaging service called EmailToVoice.Net provides the ability to convert an email to a phone call with no need to install special APIs, hardware or software.

Why Send a Phone Alert

Email is the typical mode of communication for alerts from the monitoring software, CRM or other business applications. But, few of us immediately respond to email, especially after-hours and when we are sleeping. A phone call, however, will get our attention at all of hours of the day.

Immediate response to the message is not the only reason to use a phone message for communication. If recipients are driving a truck, or any vehicle, an email is unacceptable. The message should not be read by the driver of a moving vehicle. A message coming across a hands-free phone may be an accepted alternative.

How to send an Alert to a Phone

EmailToVoice.Net provides the ability to make a phone call using any email interface. This can be tested using a personal email mailbox. However, the production use of this capability is by utilizing the email capability within Alert Software, CRM, ERP or any enterprise application.

How to Use EmailToVoice.Net

First, a user should subscribe to EmailToVoice.net. A free trial is available with a value of $4.95 USD allowing about 55 message units to be sent within a 28 day trial period. The user will be able to immediately make a phone call using their email by following the simple instructions below:

FROM Field

The email must be sent from the same email address as was specified during the free trial subscription process.

TO Field

The TO field will specify the phone number to be dialed. The TO field would look something like 2145551783@tts.message-service.org. (if the number is not a USA or Canadian number, then the TO field would look something like +6155551243@tts.message-service.org) The number can be any phone number in the world, with some exceptions due to international regulations, and does not have to be preregistered.

SUBJECT Field

The SUBJECT field can be anything brief. It is used for reporting.

Content of Email

The content of the email is converted to a pleasant sounding American English voice. (Leave at least 4 lines after the content of the email and before the email signature, so the Email signature is not converted to voice.)

Send the Email

That’s it. The EmalToVoice.net service will dial the number, play the voice rendition of the email content, handle voicemail, etc.

Advanced Features

There are many advanced features of EmailToVoice.Net. Those features will be covered in future posts. So, subscribe to our blog and stay updated. We also provide some very useful information in our Blog regarding Industrial Internet of Things, Monitoring Software and much more.