Managing Recording Files

Overview

The Recording Files section of your Virtual-Call Cloud PBX shows all stored audio recordings of your calls. You can filter, listen to, download, and delete recordings — both individually and in bulk.

Recordings can be stored locally on the PBX or in the archive (external storage, if configured).

Prerequisites

• Administrator access to the Virtual-Call Cloud PBX
• Active call recording with at least one configured recording scope
• Permission to listen to and download recordings (may be restricted by role)

Opening the Overview

Navigate to Reports & Recordings → Recording Files.

Columns in the Table

Action Icons per Row

Icon	Action	Description
	Play	Opens the player (in the web browser or on an extension)
	Download	Downloads the recording as a file
	Delete	Permanently removes the recording

Using Filters

The following filters are available at the top of the page:

Listening to a Recording

In the Operations column, click the icon. The recording dialog opens with two playback options:

Play in Web

The embedded audio player allows direct playback in the browser, including volume control and progress bar. Ideal for quickly reviewing a recording at your workstation.

Play on Extension

The recording can also be sent directly to an extension (e.g., desk phone). Useful when you want to listen to the recording in better audio quality through a phone.

1. Select the target extension in the Play on Extension dropdown.
2. Click Play.
3. The phone of the selected extension rings — when answered, the recording is played back.

Downloading a Recording

Single Recording

In the Operations column, click the   icon. The recording is downloaded as an audio file (e.g., .wav).

Multiple Recordings (Bulk Download)

1. Activate the checkboxes of the desired recordings (or the checkbox in the header for "Select All").
2. Click Download Recordings at the top.
3. The selected files are bundled and downloaded.

Deleting a Recording

Single Recording

In the Operations column, click the icon. Confirm the security prompt.

Multiple Recordings

Activate the checkboxes of multiple recordings and click Delete at the top.

Automatic Cleanup

To prevent recordings from overloading storage, administrators can set up automatic cleanup — for example, deleting recordings after a certain number of days.

You find these settings under System → Storage → Automatic Cleanup. Details follow in the separate article Storage and Automatic Cleanup.

Typical Scenarios

Scenario 1: Quality control of a sales call

• Filter by date and the employee's extension.
• Play the recording in the browser or send it to an extension.
• Add a call note in the CDR if needed (see article Call Detail Records).

Scenario 2: Evidence preservation for legal purposes

• Filter the exact call by time or ID.
• Download the recording and save it in a legally compliant location.

Scenario 3: Periodic cleanup

• Set up automatic cleanup under System → Storage.
• Regularly check the File Location: Local filter to detect storage load.

Best Practices

• Restrict access to recordings via role permissions — audio data contains particularly sensitive information.
• Use an archive (external storage) for long-term recordings.
• Configure automatic cleanup to match your retention policy.
• Inform callers via a recording announcement (see article Call Recording) — GDPR-compliant.
• For confidential conversations: Give employees the Pause/Resume permission so they can exclude sensitive sections from the recording.
• Document internally who has access to recordings and under what conditions recordings may be shared.