Archive Files to FTP Server

Yeastar P-Series PBX System supports archiving the system's call recordings and backup files to FTP server, either on a regular interval or at any time you want. This topic describes how to add FTP server as an archive server and schedule tasks to archive the desired files.

Requirements

Item Requirement
PBX Firmware Version 37.21.0.117 or later
PBX Plan Enterprise Plan or Ultimate Plan

Limitations

  • Archive server: 10
  • Archive task: 200

Prerequisites

Before you begin, you need to prepare the following resources and collect the required information:
  • Prepare an FTP server, and note down its Domain/IP Address, Port, and File Transfer Protocol.
  • Prepare an FTP account with both read and write permissions, and note down its Username and Password.
    Note: If you want old files to be automatically deleted from your FTP server, make sure the FTP account also has file deletion permission.

Step 1. Add FTP server as archive server

  1. Log in to PBX web portal, go to System > Archive.
  2. Under the Archive Task tab, click Archive Server.

  3. Set up FTP server as the archive server.
    1. Click Add.
    2. In the pop-up window, complete the following settings.

      Setting Description
      Name Enter a name to help you identify the server.
      Server Type Select FTP.
      FTP Server Domain/IP Enter the address of your FTP server.
      Port Enter the port on which your FTP server is running. The default port is 21.
      File Transfer Protocol Select the transfer protocol supported by the FTP server.
      • FTP: Standard File Transfer Protocol.
      • FTPES: FTP over Explicit TLS/SSL.
        Note:
        • The TLS feature on the FTP server must be enabled, and the encryption policy must be well-configured for security reason.
        • The supported TLS protocol version is TLS V1.2.
      Username Enter the username for the FTP account.
      Password Enter the password associated with the username.
    3. Click Save.

      The FTP server is added as an archive server and displayed on the archive server list.

  4. Click to close the window.

Step 2. Create a task to archive files to FTP server

  1. Under Archive Task tab, click Add.
  2. In the Task Configuration section, complete the basic settings for the archive task.

    Setting Description
    Name Enter a name to help you identify the task.
    File Type Select Recording Files or Backup Files as needed.
    Data Range Specify a time range of the files to be archived.
    Note: You can archive files for up to 31 days at a time.
    Sync Frequency Set how often to archive files to FTP server.
    Note: As large amounts of data will consume PBX's CPU resources, we recommend that you schedule archive tasks during off-peak hours.
    • Once: If you choose the option, the system will archive files immediately after you save the task.
    • Daily: If you choose the option, select a time from the drop-down list. The system will archive files at this time of the day.
    • Weekly: If you choose the option, choose a day of week and select a time from the drop-down list. The system will archive files at this time of the week.

    • Monthly: If you choose the option, choose a day and select a time from the drop-down list. The system will archive files on this day and time of the month.
    Recording File Format Select the download format for recording files.
    Note:
    • This option is available only when you schedule to archive recording files.
    • All recording files in the system will be downloaded and archived in the selected format.
  3. In the Storage Configuration section, select the archive server and complete the related settings.
    Setting Description
    Archive Server Select the FTP server that you have added.
    Select Folder/Path Optional. Set the path to the folder in which you want to store archived files. For example, pbx/backup/.
    Note: If you leave this field blank, the files will be stored under the root directory.
    Skip archived files Optional. Specify whether to skip files that have already been archived.
    Note: This option is available only when you schedule to archive recording files.
    • If enabled, the system will NOT archive files that have already been archived.
    • If disabled, the system will archive files even if they have been previously archived. The file's storage location will be updated, but the previous copy will NOT be deleted from the third-party server.
    Delete local files after archiving Optional. Specify whether to delete local files after archiving.
    Note: This option is available only when you schedule to archive recording files.
    • If enabled, the local files will be deleted after archiving. They can still be played and downloaded from PBX admin portal and Linkus UC clients, but are NO longer available for playback and download on third-party server or Dynamics 365.
    • If disabled, the local files are retained after archiving.
  4. Optional: Set retention policy for archived files.
    Note:
    • This option is available only when you schedule to archive on a recurring basis.
    • Ensure that the FTP account has permission to DELETE resources on the archive server.

    Setting Description
    Retention Type

    Specify how archived files are retained.

    • Retention by Quantity: Retain files/folders in the archive server storage path based on the maximum number allowed.

      If you choose this option, enter the desired number in the Retention Limit (files/folders) field.

      When the number of files/folders exceed the configured value, the system automatically deletes the oldest ones.

    • Retention by Days: Retain files/folders in the archive server storage path based on the maximum retention period.

      If you choose this option, enter the desired days in the Retention Limit (in days) field.

      Files/folders that exceed the maximum retention period will be automatically deleted.

      Note:
      • The retention period is calculated from the archive time on the archive server, not from the file creation time on PBX.
      • Retention period is measured in exact 24-hour intervals, not calendar days.
    Retention Limit Specify the maximum number of files/folders or the maximum retention days, depending on the selected retention type.
    Retention Unit Select the retention unit.
    • Folder: This indicates the folders created on the archive server upon archive.
    • File: This indicates the individual files archived on the archive server.
  5. Click Save.

Result

The specified files will be archived to the designated folder in your FTP server immediately or at the scheduled time.

Note: The system executes only one task at a time to avoid affecting system performance. If there are multiple tasks, they will be queued up one after another.

You can check the archive result in the following ways.

Check the archive result on PBX
On PBX web portal, go to System > Archive > Archival Logs. If the Result column of the task shows Succeeded, it indicates that the specified files have been successfully archived to the FTP server.

Note: If the task is failed, the Failed to Archive File(s) event will be triggered; You can click to retry the task.

Check the archive result on FTP server
Go to the designated folder in FTP server. If the specified files appear in the list, it indicates that the archive is successful.