05/24/18 23:39 PM  

RingCentral Archiver: Saving Call Logs, Voicemail, and Fax in to 3rd Party Storage Providers

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SummaryHow can I get more space when I run out of storage for call recordings and voicemails? How can I use Secure FTP, Dropbox, or Google Drive to store my RingCentral call recordings, voicemails, text messages and faxes?
Details
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, SFTP, 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, Premium, 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.

 
Changing the 3rd Party Storage Provider
Backing up RingCentral data using a 3rd Party Storage Provider
Viewing Backup Logs 
RingCentral Archiver Frequently Asked Questions 

 

Accessing the RingCentral Archiver via the Online account

 

Step 1:

Log in to your RingCentral Online Account.

Step 2:

Hover over Tools, then click Archiver
 
AdministratorsHover over Tools, then click Archiver.
UsersHover over Tools, then click Archiver.
 

Logging in to the RingCentral Archiver Website 


The Archiver can also be accessed using its website as shown in the steps below.
 

Step 1:

Step 2:

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


NOTE: 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.
 

Step 1:

Step 2:

Select your preferred storage provider:

Dropbox
SFTP
Google Drive 
 

Connecting the RingCentral Archiver with Dropbox

 

Step 1:

Click Connect opposite Dropbox.

Click Connect opposite Dropbox.

Step 2:

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.
 
If you have an existing Dropbox account: Log in using your Google account or use your email address and password.
 

Step 3:

Click Allow.

Click Allow.
 
Dropbox will be displayed as connected once the app has been authorized.

Dropbox connected.

A RingCentral Application folder appears on your Dropbox Apps folder, indicating that the Archiver folder was successfully created.
 

Connecting the RingCentral Archiver using SFTP

 
IMPORTANT: For the Archiver application to successfully archive, you need to whitelist RingCentral IPs on your Firewall policy:

34.236.210.8
52.87.7.127
35.172.123.110
54.80.51.95
34.225.218.68
34.234.210.244
34.239.13.99
34.226.29.169


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.
 

Step 1:

Click Connect opposite SFTP.

Click Connect opposite SFTP.

Step 2:

Enter your SFTP credentials, then click Connect.

NOTE: The image below shows a sample credential. Contact your IT department to get your company's SFTP credentials.

Enter your SFTP credentials, then click Connect.

[Back to Topics]
 

Connecting the RingCentral Archiver with Google Drive

 

Step 1:

Click Connect opposite Google Drive.

Click Connect opposite Google Drive.

Step 2:

Click Allow.

Click Allow.

Google Drive will be displayed as connected once the app has been authorized.

Google Drive connected

A RingCentral Application folder appears on your Google Drive page, indicating that the Archiver application folder was successfully created.

A RingCentral Application folder appears on your Google Drive page, indicating that the Archiver folder was successfully created.

[Back to Topics]
 

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, SFTP, or Google Drive.

Step 1:

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.

Under the Accounts tab, click Connect opposite your preferred storage.
 

Step 2:

A pop-up warning appears, click Continue.

User-added image
 

Step 3:

Click any of the links below to learn more:
 

Backing up RingCentral data using a 3rd Party Storage Provider

 

Step 1:

Click the Sync Options tab.

Click the Sync Options tab.

NOTE: A pop-up alert appears if you are logged in as an Administrator. Click OK.

A pop-up alert appears if you are logged in as an Administrator. Click OK.
 

Step 2:

Click your role below to see the available backup options:

Administrators
Users
 

Backup Options for Administrators

Administrators have 2 available backup options: Account Settings, and Extension Settings
 
Administrators have 2 available backup options: Account Settings, and Extension Settings.


Account 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.
 
Account Settings view - Enable Call Recording.
 


Extension Settings

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 to continue.

Click OK.

Administrators can enable or disable Voice Mails, SMS, and Fax backups.

NOTE: Administrators cannot uncheck Call Recordings in this view since it is already enabled on the Account Settings view.

Administrators can enable or disable Voice Mails, SMS, and Fax backups.

[Back to Topics]
 

Backup Options for Users

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.

Users can backup their own call recordings, voicemail, text messages, and/or Fax.

[Back to Topics]
 

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.
 

Step 1:

Click Logs.

Click Logs.
 

Step 2:

Choose a search criterion, then click GO.
 
NOTE: 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.

Choose a search criterion, then click GO.
 

Step 3:

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.

Click SHOW LESS to view only the job logs with data archived. Click SHOW MORE to switch back to the default view.

[Back to Topics]
 

RingCentral Archiver Frequently Asked Questions


1. How can I get RingCentral Archiver?

 
The RingCentral Archiver is available for all RingCentral Office Unlimited, Premium, and Ultimate.

NOTE: Check Accessing the RingCentral Archiver on the Online account to learn how you can access the 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:

RINGCENTRAL DATALIMITS
DurationCount/Size
Automatic Call Recordings90 days100k recordings / account
On Demand Call Recordings90 days200 recordings / mailbox / user
Fax/ Voicemail30 days200 messages / folder
Text MessagesNo limit5k 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.  

 

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