Archive Files to SFTP Server

Cloud Voice can copy your call recordings and system backups to an external SFTP (SSH File Transfer Protocol) server, either automatically on a recurring schedule or as a one-off transfer whenever you need it. SFTP is a secure, encrypted way to move files between machines. To set this up, you first register the SFTP server as an archive destination, then create one or more tasks that decide which files move, how often, and how they are stored. This page covers both steps.

Requirements

• Firmware: Version 84.22.0.17 or later.
• Plan: Enterprise Plan (self-managed phone system) or Ultimate Plan (hosted phone system).

Limits

• You can register up to 10 archive servers.
• You can create up to 200 archive tasks.

Before you start

Have the following ready:

• An SFTP server, along with its Domain/IP Address and Port.
• An SFTP account that has both read and write permission, along with its Username and Password or Private Key.

Note

If you plan to have Cloud Voice remove old files from the SFTP server automatically, the account also needs permission to delete files.

Step 1: Register the SFTP server as an archive destination

1. Sign in to the web portal and go to System > Archive.

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

   

3. Add the SFTP server:

   1. Click Add.

   2. In the dialog that opens, fill in the following fields:

      

      • Name: A label that helps you recognize this server.
      • Server Type: Select SFTP.
      • FTP Server Domain/IP: The address of your SFTP server.
      • Port: The port your SFTP server listens on. The default is 22.
      • Username: The username of the SFTP account.
      • Authentication Method: Choose how to authenticate, then enter the matching credential.

   3. Click Save. The server now appears in the archive server list.

4. Click the close icon to dismiss the window.

Step 2: Create an archive task

1. On the Archive Task tab, click Add.

2. Under Task Configuration, set the basics for the task:

   

   • Name: A label that helps you recognize this task.

   • File Type: Select Recording Files or Backup Files.

   • Data Range: The time span of files to include.

     Note

     A single task can cover a range of up to 31 days.

   • Sync Frequency: How often the task runs.

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

     Caution

     Moving large volumes of data uses the phone system’s CPU (processor) resources, so schedule recurring tasks for off-peak hours.

   • Recording File Format: The download format for recording files. This applies to every recording file in the system, and the option appears only when the file type is set to recording files.

3. Under Storage Configuration, choose where and how the files are stored:

   • Archive Server: Select the SFTP server you registered in Step 1.

   • Select Folder/Path: Optional. The folder on the server where files are stored, for example pbx/backup/. Leave it blank to store files in the root directory.

   • Storage Method: How files are laid out on the server. The available choices depend on whether the task runs once or on a recurring schedule.

     • For a one-time task:
       • Create Task Folder: Creates a folder named FileType-TaskName under the path and stores the files inside it.
       • Save Directly to Selected Path: Stores the files straight in the path, with no extra folder.
     • For a recurring task:
       • Create Folder per Execution: Each run creates a folder named FileType-TaskName-ExecutionDate under the path and stores that run’s files inside it.
       • Create Task Folder Once and Reuse It: The first run creates a folder named FileType-TaskName, and every later run stores its files in that same folder.
       • Save Directly to Selected Path: Every run stores its files straight in the path, with no extra folder.

   • Skip archived files: Optional, and shown only for recording files. When enabled, files that were already archived are skipped. When disabled, they are archived again: the stored location is updated, but the earlier copy is left in place on the third-party server.

   • Delete local files after archiving: Optional, and shown only for recording files. When enabled, recordings are removed from local storage once archived. They 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 Dynamics 365. When disabled, local copies are kept.

   • Organize Files by Date: Optional. When enabled, the task creates date-based subfolders named in YYYYMMDD format (for example, 20260301) under the storage path. When disabled, files go straight into the path with no date grouping.

     Note

     If the selected data range contains only one record, no date subfolder is created and the file is stored directly in the path.

4. Optional. Set a retention policy so old archives are cleaned up automatically.

   Note

   • Retention is available only for recurring tasks.
   • The SFTP account must have permission to delete files on the server.

   

   • Retention Type:

     • Retention by Quantity: Keeps a maximum number of files or folders. Enter the number in Retention Limit (files/folders). When the count is exceeded, the oldest items are deleted automatically.

     • Retention by Days: Keeps items for a maximum period. Enter the number of days in Retention Limit (in days). Items older than the limit are deleted automatically.

       Note

       • The period is counted from the time a file is archived on the server, not from when it was created on the phone system.
       • Days are measured as exact 24-hour intervals, not calendar days.
   • Retention Limit: The maximum number of files or folders, or the maximum number of days, depending on the retention type.
   • Retention Unit:
     • Folder: Counts the task folders created on the server. This is available only when the storage method is Create Folder per Execution, and it excludes any date subfolders created by Organize Files by Date.
     • File: Counts the individual files on the server.

5. Click Save.

Result

The selected files are copied to the folder you specified on the SFTP server, either right away or at the scheduled time.

Note

To protect performance, the system runs one task at a time. When several tasks are due, they run one after another in a queue.

You can confirm the outcome in two ways:

• In the web portal: Go to System > Archive > Archival Logs. When the Result column shows Succeeded, the files reached the SFTP server.

  

  Note

  A failed task triggers the Failed to Archive File(s) event. Click the retry icon to run the task again.

  

• On the SFTP server: Open the target folder. If the files are listed there, the archive succeeded.