Send Recordings via Email

The "Send Recordings via Email" job can be used to distribute call recordings to target recipients via email.

Create the job

Navigate to Administration > Automatic Actions > Send Recordings via Email and click Add to create a new job.

Fill out the required configuration parameters:

• Name - give the job a distinctive name.
• Access Scope - specifiy for which tenants this job is applicable to. This setting is visible only for a multi-tenant environment.
• Mode. Full or incremental export mode.
  • Full - will tag the recordings everytime the job is started.
  • Incremental - remembers which records have been already processed and do not process them on next start.
• Recipient's email - specify whether to send the recordings to each call participant or specific recipient.
• Attachments - specify whether the audio file, metadata file or both will be attached to the email.
• Attachment filename format - use this field to define the format of the attachment file name.

Condition

The job supports filtering criteria to limit what call recordings are processed. For example, you may configure the job for specific group of users only.

Action After Successful Processing

Optionallly, you can clear/assign a tag once the recording is processed. With this capability, you can create a chain of post-processing, and mark is with relevant flags. For example, you can transcribe the recordings and mark them with a relevant tag. Then, you can email the recordings with this tag. And once the recordings are sent via email, you tell the system to clear the tag from the recordings.

Job advanced settings

Please also check the following advanced settings for the job:

• Log file - select this check box to write a detailed log for diagnostic purposes.
• Keep job history - specify the number of days to keep the the successful job history. Default value: 60.
• Timezone - allows you to change the timezone of a scheduled job. Timezone affects the scheduler, date/time attribute in Filtering Criteria, and Filename Format. Leave this attribute empty to use a system default timezone.
• Execution time limit - a job will be aborted if it executes longer than the specified time limit (in minutes). Leave this attribute empty to use a default value. Default value: <not defined>.
• Keep alive timeout - specify a timeout (in minutes) to terminate the job. Leave this attribute empty to use a default value. Default value: 15.
• Email notification on completion - activates the notification by email about successful job execution. You can trigger the email notification either every time the job completes successfully or for the first of any consecutive completion message.
• Email notification on failure - activates the notification by email about failed job execution. You can trigger the email notification either every time the job failes or for the first of any consecutive failure message.
• Email notification address - specify the email address for notifications. Use a comma to separate multiple email addresses.

Info

Note, it is necessary to configure "Web portal URL" under Administration -> System -> Advanced Settings, otherwise the URL links to job details in the email will be invalid. Also, make sure the email integration is enabled under Administration > System > Email Integration.

Schedule

The job may be started manually or automatically by schedule. The schedule may be configured to run the job every hour/day/week/month. Also, you can set up a custom interval by selecting the Custom (crontab) option.

Please check some examples, on configuring a custom interval:

• Run the job every 5 minutes.

• Run the job on 5-th minute of every hour (i.e. 00:05; 01:05; 02:05 and so on).

• Run the job on 15-th and 45-th minute of every hour (i.e. 00:15; 00:45; 01:15, 01:45 and so on).

• Run the job every hour, on the hour, from 8 AM through 5 PM.