Archive Files to Google Cloud Storage

Cloud Voice can copy your call recordings and system backups to a Google Cloud Storage bucket, either as a one-off transfer or on a recurring schedule. This keeps a durable off-box copy of your files and, if you choose, frees up storage on the phone system. This page walks you through preparing the Google Cloud side, connecting the bucket to Cloud Voice as an archive server, and building a task that moves the files.

Requirements

Item	Requirement
System firmware	Version 84.22.0.17 or later
Plan	Enterprise plan (self-managed phone systems) or Ultimate plan (Cloud Voice-hosted phone systems)

Limits

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

How it works

Archiving to Google Cloud Storage involves two sides of setup. On Google Cloud you provision the account and destination:

• A service account with full access to your Cloud Storage resources, plus a JSON access key that Cloud Voice uses to authenticate its upload requests.
• A bucket to hold the archived files.

On the phone system you connect and schedule:

• Register the bucket as an archive server.
• Build one or more archive tasks that define which files move and when.

When a task runs, Cloud Voice authenticates to Google Cloud with the service account’s access key and uploads the selected files to your bucket.

Note

If you plan to have Cloud Voice delete older files from the bucket automatically (through a retention policy), the service account must also have permission to delete objects in Cloud Storage.

Step 1: Create a service account in Google Cloud

1. Sign in to the Google Cloud Console.

2. On the project selector, choose an existing project or create a new one. The example below uses a project named Cloud Voice.

   

3. Create the service account:

   a. In the top search bar, look up and open Service Accounts.

   

   b. Click CREATE SERVICE ACCOUNT.

   

   c. In Service account details, type a recognizable name in the Service account name field, then click CREATE AND CONTINUE.

   

   d. In Grant this service account access to project (optional), open the Role drop-down, find and select Storage Admin, then click DONE. The new service account appears in the list.

   

4. Generate an access key for the service account:

   a. In the service accounts list, click the more-options icon (three vertical dots) next to your service account and choose Manage keys.

   

   b. Click ADD KEY, then select Create new key.

   

   c. Set Key type to JSON (JavaScript Object Notation, a plain-text credential file) and click CREATE. The key downloads to your computer as a JSON file.

   

   Caution

   Keep the JSON file somewhere safe. You need it later to connect the bucket to Cloud Voice, and it cannot be re-downloaded.

   d. Click CLOSE to dismiss the dialog.

Step 2: Create a bucket in Cloud Storage

1. In the top search bar, look up and open Cloud Storage. This takes you to the buckets page.

   

2. Click CREATE.

   

3. In Name your bucket, enter a recognizable name and click CONTINUE.

   

4. Under Choose where to store your data, pick the region for the bucket and click CREATE.

   

   Tip

   To keep archived files organized, create one or more folders inside the bucket now. You can then point a task at a specific folder in the later steps.

   

Step 3: Add the bucket as an archive server

1. Sign in to the PBX web portal (the Cloud Voice admin web interface) and go to System > Archive.

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

   

3. Add the bucket:

   a. Click Add.

   b. Fill in the dialog:

   

   Setting	Description
   Name	A label that helps you recognize this server.
   Server Type	Select Google Cloud Storage.
   Private Key (JSON type)	Click Browse and upload the JSON key file you downloaded in Step 1.

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

4. Close the window.

Step 4: Create an archive task

1. On the Archive Task tab, click Add.

2. In Task Configuration, set the basics:

   

   Setting	Description
   Name	A label that helps you recognize this task.
   File Type	Choose Recording Files or Backup Files.
   Data Range	The time span of files to archive. You can cover up to 31 days per task.
   Sync Frequency	How often the task runs. See the options below.
   Recording File Format	The format recordings are downloaded and stored in. Available only when the file type is recording files; every recording in the range is archived in the format you pick.

   Sync Frequency options:

   • Once: Archives the files immediately after you save the task.
   • Daily: Runs each day at the time you choose from the drop-down.
   • Weekly: Runs on the weekday and time you choose.
   • Monthly: Runs on the day of the month and time you choose.

   Note

   Moving large amounts of data uses the phone system’s CPU. Schedule recurring tasks during off-peak hours where possible.

3. In Storage Configuration, choose where the files land:

   Setting	Description
   Archive Server	Select the Google Cloud Storage bucket you added in Step 3.
   Select Folder/Path	Choose the bucket or a folder inside it as the destination.
   Storage Method	Controls how files are foldered on the server (see below).
   Skip archived files	Optional; recording files only. When on, files already archived are skipped. When off, they are archived again, their stored location is updated, and the earlier copy is left in place on the server.
   Delete local files after archiving	Optional; recording files only. When on, local copies are removed after upload, they remain playable and downloadable from the PBX admin portal and the Cloud Voice App, but not from the third-party server or Dynamics 365. When off, local copies are kept.
   Organize Files by Date	Optional. When on, files are placed in date-named subfolders (YYYYMMDD, for example 20260301). When off, files go straight into the selected path.

   Storage Method depends on how often the task runs:

   • One-time task
     • Create Task Folder: Creates a folder named FileType-TaskName under the selected path and stores the files there.
     • Save Directly to Selected Path: Stores the files in the selected path without creating a folder.
   • Recurring task
     • Create Folder per Execution: Each run creates a folder named FileType-TaskName-ExecutionDate under the selected path.
     • Create Task Folder Once and Reuse It: The first run creates a FileType-TaskName folder, and later runs reuse it.
     • Save Directly to Selected Path: Each run stores files in the selected path without creating a folder.

   Note

   If Organize Files by Date is on and the selected range holds only a single record, no date subfolder is created and the file is stored directly in the path.

4. Optional. Set a retention policy so Cloud Voice prunes older files on the server.

   Note

   • Retention is available only for recurring tasks.
   • The service account must have permission to delete objects on the archive server.

   

   Setting	Description
   Retention Type	Retention by Quantity keeps up to a set number of files or folders and deletes the oldest once that number is exceeded. Retention by Days keeps files or folders for a set period and deletes anything older.
   Retention Limit	The maximum count (files/folders) or number of days, matching the retention type you chose.
   Retention Unit	Folder counts the task folders created on the server; File counts individual archived files.

   Note

   • For Retention by Days, the period is counted from the time the file was archived on the server, not from when it was created on the phone system, and is measured in exact 24-hour blocks rather than calendar days.
   • The Folder retention unit is available only when Storage Method is set to Create Folder per Execution, and it does not count the date subfolders produced by Organize Files by Date.

5. Click Save.

Verify the result

The selected files are uploaded to your bucket or folder either right away or at the scheduled time.

Note

Only one task runs at a time to protect system performance. Additional tasks are queued and run in sequence.

Confirm the outcome in either place:

• In Cloud Voice: Go to System > Archive > Archival Logs. A Succeeded value in the Result column means the files reached Google Cloud Storage.

  

  If a task fails, Cloud Voice raises a Failed to Archive File(s) event. Click the retry icon on that row to run it again.

  

• In Google Cloud: Open the bucket in the Google Cloud Console. The archived files appear in the list when the transfer succeeds.