There are times when you run out of space for your RingCentral call recordings, voicemails, text messages and/or faxes. RingCentral Archiver
makes it possible for customers to have an alternative storage for RingCentral data via Dropbox
, and Google Drive
integration. This provides an automatic backup solution, as well as a convenient way of accessing and retrieving stored data.NOTE:
The RingCentral Archiver
is available to RingCentral Office Unlimited
, and Ultimate
customers. It is also available to RingCentral customers in Canada, UK, and Europe.IMPORTANT:
A system maintenance was performed recently to enhance the RingCentral Archiver. There were some customers who reported that their files stopped archiving with Google Drive. This can be fixed on their end by accessing the Archiver page on the Online account
, and reconnecting it with Google Drive
. Otherwise, contact support
Use Case Scenario
A public manufacturer needs to comply with the SOX requirements and retains all the electronic data. The company decides to use Dropbox Integration, which allowed them to automatically archive electronic communications, such as call recordings, voicemails, text messages, and faxes. The integration app aided the company in SOX compliance.
Logging in to the RingCentral Archiver Website
The Archiver can also be accessed using its website as shown in the steps below.
Enter your RingCentral credentials, then click SIGN IN.
NOTE: Enter your extension number if you are logging in as an Extension User.
Setting up a connection between RingCentral and 3rd Party Storage Providers
You can only connect to 1 storage per instance. For example, one cannot use Dropbox and Google Drive at the same time. Refer to Changing the 3rd Party Storage Provider
section to learn how you can switch from one service to another.
Connecting the RingCentral Archiver with Dropbox
You can connect RingCentral with Dropbox in 3 ways:
Connect using Google:
Click Sign in with Google to create a Dropbox account using your Google credentials.
Connect using your existing Dropbox account:
Enter your email address and password then click Sign in.
Create a new Dropbox account:
Click New to Dropbox? Create an account to create a Dropbox account instead.
Dropbox will be displayed as connected once the app has been authorized.
A RingCentral Application folder appears on your Dropbox Apps folder, indicating that the Archiver folder was successfully created.
Connecting the RingCentral Archiver using SFTP
For the Archiver application to successfully archive, you need to whitelist RingCentral IPs on your Firewall policy:18.104.22.168
The specific steps required to whitelist depends on the FTP server solution the customer is using and support to should direct customers to reach out to their IT admin for help with whitelisting the IP.
Enter your SFTP credentials, then click Connect
The image below shows a sample credential. Contact your IT department to get your company's SFTP credentials.
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Connecting the RingCentral Archiver with Google Drive
opposite Google Drive
Google Drive will be displayed as connected once the app has been authorized.
A RingCentral Application
folder appears on your Google Drive page, indicating that the Archiver application folder was successfully created.
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Changing the 3rd Party Storage Provider
Data backup is immediately discontinued if you prefer to change your current storage to another one. However, the RingCentral folders created and the data backed up will be retained after the disconnection.
Follow the steps below to change your current Archiver storage to Dropbox
, or Google Drive
Under the Accounts
tab, click Connect
opposite the storage name.NOTE:
You can also click Disconnect
opposite your current storage provider, then click Connect
opposite your preferred storage provider.
A pop-up warning appears, click Continue
Click any of the links below to learn more:
Backing up RingCentral data using a 3rd Party Storage Provider
Click the Sync Options
A pop-up alert appears if you are logged in as an Administrator. Click OK
Backup Options for Administrators
Administrators have 2 available backup options: Account Settings, and Extension Settings.
This view enables Administrators to enable or disable the backing up of Call Recordings. Backup is enabled by default, however, you will need to check Call Recordings so it can be backed up.
When backup is enabled in this view, the RingCentral Archiver backs up data every hour and stores all the extensions' call recordings generated within the hour before the Archiver's last run.
Switching to this view triggers a pop-up alert advising that changes made in this view will only apply to the Administrator's own extension settings. Click OK
Administrators can enable or disable Voice Mails
, and Fax
Administrators cannot uncheck Call Recordings
in this view since it is already enabled on the Account Settings
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Backup Options for Users
can backup their own call recordings, voicemail, text messages, and/or Fax. The settings an extension user makes only affects his/her own extension. Check the box/es corresponding to data option/s that need to be backed up. Otherwise, uncheck the option/s if backup is unnecessary.
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Viewing Backup Logs
Archive tasks run on an hourly basis. Each task is logged and both Administrators and Users can view this log by going to the Logs tab.
Choose a search criterion, then click GO.
Logs over the Last 7 days
are displayed by default. Specify a time period instead to narrow down the results or to find logs for a specific date or period.
A historical view of all backups done based on the selected search criterion appears.
NOTE: Click SHOW LESS to view only the job logs with data archived. Click SHOW MORE to switch back to the default view.
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RingCentral Archiver Frequently Asked Questions
1. How can I get RingCentral Archiver?
2. What are the system requirements?
The RingCentral Archiver is a browser-based application which supports the following browsers:
• Internet Explorer 11+ (Windows 7+)
• Firefox 46+ (Windows, Mac)
• Chrome 50 + (Windows, Mac)
• Safari 9.1+ (Mac)
3. What are the limitations in storing my messages & recordings in RingCentral Cloud?
RingCentral’s current data retention policy will retain customers’ data:
|Automatic Call Recordings||90 days||100k recordings / account|
|On Demand Call Recordings||90 days||200 recordings / mailbox / user|
|Fax/ Voicemail||30 days||200 messages / folder|
|Text Messages||No limit||5k messages / folder|
4. Is there any size limit that I can archive data in Dropbox?
This depends on your Dropbox plan.
5. We currently have Dropbox integration with our FaxOut. Is this going to change how FaxOut works?
No. These are two separate integrations that can co-exist.