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This January is dedicated to the subject of e-mail. For example, we introduced the broadcast extension 'Email Dispatch' as our DAKS Module of the Month and last week presented the extension in detail.

'Email Dispatch' is one building block for reliable alerting and communication with DAKS. The fact that DAKS, like no other alarm server, accepts and converts messages from the most diverse (heterogeneous) infrastructures and can in turn output them in many different formats and media is one of the keys to this reliability. After all, what use would it be if an alarm server sends your service technician a fault message to his landline number while he can only be accessed via mobile phone? Or what if he finds himself in such a noisy environment that he can hardly or not at all listen to an announcement? 

Such and many other circumstances are not the exception, but the rule in real working life, not least because workplaces and workflows are becoming increasingly mobile. DAKS therefore takes care of what you don't have to consider for every situation and issues each message in both language and text form. This in turn enables communication via various media and channels with the aim of reaching a person responsible for each task within the right time.

How an email becomes a call

So while our DAKS Module of the Month 'Email Dispatch' ensures that a broadcast call can also be sent as an email, there is also a corresponding DAKS solution for the opposite case: 'Mail2Phone'!

Fault messages are often issued by the triggers themselves in email format. This procedure is used when the physical transmission of data via contacts and cables is not indicated or too expensive, for example due to long distances. But is the responsible recipient actually reachable by email, e. g. due to on-call duty? And is the signalling of an email inbox sufficient to attract as much attention as a ring tone could attract in a call? With the 'Mail2Phone' extension module, DAKS converts the original email into a call, or even starts broadcast call processes stored in DAKS. 


The filling plant sends an email message
In a filling plant, the volume has fallen below a certain level. The system automatically sends an email with the exact fault data to Mail2Phone.
DAKS calls the responsible service technician
DAKS calls – with a single call or group call – the responsible service technician or technicians. A special ringing tone can be set in the Mail2Phone server so that the called parties can immediately recognize that this is a fault message and not a normal call.
The service technician hears an announcement
A service technician takes the call and hears an announcement:"You have received a message" and "With the star or pound key, you can browse forward or backward within the message".
The text appears on the display
Now the recipient can read the complete message on the display of any text-capable terminal device. For mobile devices, the email text can also be output as SMS if desired.
The user can accept the order with a keystroke
If a confirmation is requested, an additional announcement is played:"Please confirm the message positively with 1 or negatively with 0." The feedback about accepted, or unaccepted calls as well as positive or negative confirmations goes directly back to the initiator of the email.

This makes the DAKS extension 'Mail2Phone' a further building block for high mobile accessibility and reliable alerting.

Get even better use of the DAKS extension 'Mail2Phone' with these 3 tips:

Alarm tone for more attention
Very important messages also need very special attention! If the email is marked with "Importance high", the broadcast call started by DAKS can ring on all appropriate end devices in a conspicuous alarm tone.
Read aloud with 'Text-to-Voice
With the additional DAKS module 'Text-to-Voice', participants can even have the email text read aloud to them.
Skipping unnecessary text passages in long email texts
Some systems issue emails with very long texts, containing texts / data that are not necessary for a quick response to the error and are more likely to annoy when receiving the message. Use the 'Parse' function, to set trigger words in the broadcast call, so that texts will only be transmitted from certain passages.