Restrict Users from Viewing Recording Files

Every user can normally play back and download their own call recordings from the Cloud Voice App. When those recordings contain sensitive conversations, you may want to keep certain people from opening them. A menu visibility rule hides the Recordings area for the extensions, groups, or departments you choose, while leaving it available to everyone else.

Note

This rule controls only whether the Recordings menu is visible in the Cloud Voice App. It does not stop calls from being recorded and it does not remove recordings that were already saved. The affected users simply lose the on-screen option to view them.

Before you begin

Confirm that your phone system (PBX, short for Private Branch Exchange) and the affected client apps meet these minimum versions.

Component	Minimum version
PBX server	84.12.0.32 or later
Cloud Voice App (mobile)	iOS 5.2.9 or later; Android 4.13.16 or later
Cloud Voice App (desktop)	Windows 1.2.14 or later; Mac 1.2.10 or later

Caution

The restriction is applied by the app, so every affected user must be running a version at or above the ones listed. If someone is on an older Cloud Voice App, the Recordings menu can still appear for them and they may keep viewing recordings until they update.

Restrict recording access

1. Sign in to the PBX web portal and open Extension and Trunk > Client Permission > Menu Visibility.

   Note

   Menu Visibility is where you show or hide individual menus in the Cloud Voice App on a per-user basis. Each rule you add targets one or more extensions and one or more menus.

2. Select Add rule to start a new menu visibility rule.

3. Configure the rule as follows, then select Save.

   

   • Extension/Extension Group/Organization: Select the edit icon () next to the field, then choose the extensions, extension groups, or departments whose recording access you want to remove.
   • Permission Type: Choose Disallow use. This is the setting that removes access, so double-check it before saving.
   • Menu: Choose Recordings.

   Tip

   Point the rule at an extension group or a department to cover many users with a single rule instead of adding each extension by hand.

Result

The affected users can no longer open, play, or download recording files from the Cloud Voice App.