Archive Files to Amazon S3

Cloud Voice can copy your call recordings and system backup files to an Amazon S3 bucket, either on a recurring schedule or as a one-off transfer. This page walks you through preparing an Amazon Web Services (AWS) account and bucket, registering the bucket as an archive server, and building the tasks that move your files.

Requirements

Item	Requirement
Firmware	Version 84.22.0.17 or later
Plan	Enterprise Plan (self-managed phone system) or Ultimate Plan (hosted phone system)

Limits

• Archive servers: up to 10
• Archive tasks: up to 200

How it works

Archiving to Amazon S3 has two halves: setting up AWS, then setting up Cloud Voice.

1. On AWS, prepare the account and storage:
   • An IAM user (IAM is AWS Identity and Access Management, the service that controls who can access your AWS resources) with full access to Amazon S3, plus an access key pair (an access key ID and a secret access key) that Cloud Voice uses to authenticate its upload requests.
   • An S3 bucket to hold the archived files.
2. In Cloud Voice, connect the two:
   • Add the S3 bucket as an archive server.
   • Create one or more tasks that archive your files to that bucket.

When a task runs, Cloud Voice authenticates to Amazon S3 with the IAM user’s access key pair. Once AWS accepts the request, the selected files are uploaded to the target bucket.

Step 1. Create an IAM user with full Amazon S3 access on AWS

1. Sign in to the AWS Management Console.

2. Search for the IAM service at the top of the console, then choose Users to open the IAM users page.

   

3. Create an IAM user and give it full access to Amazon S3.

   a. In the top-right corner, click Create user.

   

   b. On the Specify user details page, type a recognizable name in the User name field, then click Next.

   

   c. On the Set permissions page, grant the user full access to Amazon S3 buckets, then click Next.

   Note

   You can grant permission by adding the user to an existing group, creating a new group, or attaching a permission policy directly to the user. The example below creates a new group with full Amazon S3 access and adds the user to it.

   

   d. On the Review and create page, click Create user. The new user appears in the users list with full Amazon S3 access.

   

4. Create an access key for the IAM user.

   a. In the users list, click the user you just created to open its details page.

   

   b. In the Summary section, click Create access key.

   

   c. On the Access key best practices & alternatives page, select Third-party service, confirm the choice, then click Next.

   

   d. On the Set description tag - optional page, add a description if you like, then click Create access key.

   

   e. On the Retrieve access keys page, copy and save the Access key and Secret access key values, then click Done. The access key now appears in the user’s access key list.

   Caution

   The Secret access key is displayed only once. Record it somewhere safe before you click Done: you cannot retrieve it again afterward. Clicking Download .csv file to save a copy of the credentials is the recommended approach.

   

   

Step 2. Create an Amazon S3 bucket on AWS

1. In the AWS Management Console, search for the S3 service in the top search bar, then choose Buckets.

   

2. In the top-right corner, choose the region where you want to create the bucket.

   Note

   Pick the region closest to your phone system server to reduce latency and cost, and to meet any data-residency requirements.

   

3. Create the bucket.

   a. On the right side of the page, click Create bucket.

   

   b. Confirm the region and enter a name for the bucket.

   • AWS Region: Prefilled with the region you selected.
   • Bucket name: A recognizable name for the bucket.

   

   c. Adjust any other settings to suit your needs.

   d. At the bottom of the page, click Create bucket. The bucket appears in the buckets list.

   

   Note

   To keep your archived files organized in Amazon S3, create folders inside the bucket. You can then point a task at a specific folder in the steps that follow.

   

Step 3. Add the S3 bucket as an archive server in Cloud Voice

1. In the Cloud Voice admin portal, go to System > Archive.

2. On the Archive Task tab, click Archive Server.

   

3. Register the S3 bucket as an archive server.

   a. Click Add.

   b. In the dialog, fill in the following fields.

   

   Setting	Description
   Name	A recognizable name for the server.
   Server Type	Select S3.
   Region & Endpoint	Enter the AWS region of your bucket and its Amazon S3 endpoint, including the protocol (for example, https://).
   Access Key ID	Enter the access key ID you obtained from AWS.
   Secret Access Key	Enter the secret access key you obtained from AWS.

   Tip

   For the supported regions and their standard endpoints, see the Amazon S3 regional endpoints reference in the AWS documentation.

   c. Click Save. The bucket now appears in the archive server list.

4. Click the close icon () to close the window.

Step 4. Create a task to archive files to Amazon S3

1. On the Archive Task tab, click Add.

2. In the Task Configuration section, complete the basic settings.

   

   Setting	Description
   Name	A recognizable name for the task.
   File Type	Select Recording Files or Backup Files.
   Data Range	The time range of files to archive. You can archive up to 31 days of files per task.
   Sync Frequency	How often the task runs (see below).
   Recording File Format	The download format for recording files. Available only when archiving recording files; all recordings in the system are downloaded and archived in the format you choose.

   Sync Frequency options:

   • Once: Archives the files immediately after you save the task.
   • Daily: Choose a time; the task runs at that time every day.
   • Weekly: Choose a day of the week and a time; the task runs then each week.
   • Monthly: Choose a day of the month and a time; the task runs then each month.

   Note

   Large transfers consume CPU on your phone system. Schedule archive tasks for off-peak hours where possible.

3. In the Storage Configuration section, choose the archive server and set the storage options.

   Setting	Description
   Archive Server	Select the Amazon S3 bucket you added in Step 3.
   Select Folder/Path	Choose the bucket or folder where the files should be stored.
   Storage Method	How files are laid out on the server (see below).
   Skip archived files	Optional. Whether to skip files that were already archived. Available only for recording files.
   Delete local files after archiving	Optional. Whether to remove local copies once archiving completes. Available only for recording files.
   Organize Files by Date	Optional. Whether to group archived files into date-based subfolders.

   Storage Method for a one-time task (Sync Frequency set to Once):

   • Create Task Folder: Creates a folder named FileType-TaskName under the selected path and stores the files inside it.
   • Save Directly to Selected Path: Saves the files to the selected path without creating a folder.

   Storage Method for a recurring task (Daily, Weekly, or Monthly):

   • Create Folder per Execution: Creates a folder named FileType-TaskName-ExecutionDate under the selected path on each run and stores that run’s files inside it.
   • Create Task Folder Once and Reuse It: Creates a folder named FileType-TaskName under the selected path on the first run, then reuses it for later runs.
   • Save Directly to Selected Path: Stores files directly in the selected path on every run, without creating a folder.

   Skip archived files behavior:

   • Enabled: Files that were already archived are not archived again.
   • Disabled: Files are archived even if a copy was archived before. The file’s storage location is updated, but the earlier copy is not deleted from the third-party server.

   Delete local files after archiving behavior:

   • Enabled: Local copies are deleted once archiving finishes. The recordings can still be played and downloaded from the admin portal and the Cloud Voice App, but are no longer available for playback or download on the third-party server or in Dynamics 365.
   • Disabled: Local files are kept after archiving.

   Organize Files by Date behavior:

   • Enabled: The system creates date-based subfolders under the storage path, named in YYYYMMDD format (for example, 20260301).
   • Disabled: Files are saved directly to the storage path, with no date grouping.

   Note

   When Organize Files by Date is enabled and the selected time range contains only one record, no date subfolder is created, the file is stored directly in the specified path.

4. Optional: set a retention policy for the archived files.

   Note

   Retention settings are available only for recurring tasks. Make sure the IAM account has permission to DELETE resources on the archive server.

   

   Setting	Description
   Retention Type	How archived files are kept (see below).
   Retention Limit	The maximum number of files/folders, or the maximum number of days, depending on the retention type.
   Retention Unit	Whether the limit applies to folders or individual files (see below).

   Retention Type options:

   • Retention by Quantity: Keeps files or folders up to a maximum count. Enter the count in Retention Limit (files/folders). When the count is exceeded, the system automatically deletes the oldest items.
   • Retention by Days: Keeps files or folders up to a maximum age. Enter the number of days in Retention Limit (in days). Items older than the limit are automatically deleted.

   Note

   For Retention by Days, the age is measured from the time a file was archived on the server, not from when it was created on your phone system. It is counted in exact 24-hour periods rather than calendar days.

   Retention Unit options:

   • Folder: Applies to the task folders created on the archive server. This is available only when Storage Method is set to Create Folder per Execution, and it does not include the date-based subfolders produced by Organize Files by Date.
   • File: Applies to the individual files archived on the server.

5. Click Save.

Verify the result

The selected files are uploaded to the target bucket or folder in Amazon S3, immediately for a one-time task, or at the scheduled time for a recurring one.

Note

Only one task runs at a time so that system performance is not affected. When several tasks are due, they run one after another in a queue.

You can confirm the outcome in two places.

In Cloud Voice

Go to System > Archive > Archival Logs. When the task’s Result column shows Succeeded, the files reached Amazon S3.

Note

If a task fails, the Failed to Archive File(s) event is triggered. Click the retry icon () to run the task again.

In AWS

In the AWS Management Console, open the S3 bucket you created. If the files are listed there, the archive succeeded.