Company Data Storage Flow

This Document provides an overview of the storage changes and Cloud Analytics data retention in WMS 6.05, where user files are moved from local storage to Company Data Storage (CDS).

Created: November 2023

Updated: June 2024

Permalink: https://wildix.atlassian.net/wiki/x/hQAMEw

Overview

The Document explains the changes to storing user files and retention of Cloud Analytics data in WMS 6.05. Starting from this version, files are stored in a dedicated storage system, Company Data Storage (CDS), within the same AWS region as a PBX is running, however, it can also be activated on Virtual/ Hardware PBXs.

Several factors drive this change:

  • Change in long-term storage Policy: We're updating the policy to offer our customers a centralized and scalable solution for system performance optimization

  • Improved reliability: By moving to a dedicated storage, we aim to enhance system reliability

  • Improved failover capabilities: Storing files in a dedicated cloud environment enhances the system's ability to switch to backup resources during disruptions

  • Preparations for Analytics and AI features: The change prepares the system for upcoming analytics and AI features

Company Data Storage Activation

Cloud PBXs

The CDS feature is enabled by default on Cloud PBXs running on WMS 6.05. After the update to WMS 6.05, an automatic migration process is launched to move existing data from the local storage to the CDS. During the migration, the following data is moved:

  • Call Recordings
    For users who have integrations that directly access recordings from PBX, we offer two options:

    • API to retrieve recordings: Access recordings through the API endpoint: GET /api/v1/pbx/recordings

    • 7-day local copy: A local copy of recordings is kept for seven days, ensuring continued access

  • Backups: The change includes the transfer of backups, ensuring the preservation and accessibility during disruptions

  • Voicemails and Faxes: Implementation for the shift of voicemails and faxes will be introduced in upcoming releases

Virtual and Hardware PBXs

Admins can activate this feature for Virtual and Hardware PBXs. To enable it and transfer data to the CDS, you need to run the following script via Terminal:

/usr/sbin/sync_data_to_data_storage.php

Running this script initiates the migration process, ensuring that data is securely transferred to the CDS. When the data migration is completed, the feature is automatically activated.

Important: After activating the feature on VM/ HW PBXs, on-premise data will be removed.

Company Data Storage Bundles

You can order CDS Bundles, which offer various options based on storage capacity, Cloud Analytics retention, and the number of Static IPs available for assignment. These bundles are designed to meet the different needs of users and organizations.

Package

Storage Capacity

Cloud Analytics

PBX Nodes with Static IP

Price decrease

Package

Storage Capacity

Cloud Analytics

PBX Nodes with Static IP

Price decrease

Included by default

5GB

3 months

no

-

CDS-10

10GB

5 year

1

0%

CDS-50

50GB

10 years

up to 5

-32%

CDS-500

500GB

15 years

up to 50

-84%

CDS-5000

5TB

20 years

not limited

-94%

Notes:

  • Cloud Analytics allows you to generate reports covering the past 6 months. If you need older reports, it may take up to 1 day to extract them from the encrypted data storage (you can request this through Customer Care)

  • The assignment of Static IPs within the CDS Bundles is done manually through WMP on per-PBX level, under Advanced features.

  • Static IP assignment is not applicable to VM/ HW PBXs

  • Since CDS-10 is designed for standalone PBXs, it is unavailable for WMS Network

  • Storage capacity (for example, the default 5GB) is referred to CDS and not to the PBX instances.

  • The disk size on the PBX side is flexible, and is automatically increased depending on the system's needs (exceeding 10 GB in some cases).

Existing PBXs Logic

Round-up Strategy

Starting from February 1, 2024, all existing PBXs with purchased storage licenses are transitioned to the CDS Bundles. The round-up strategy is applied to allocating storage licenses to existing systems:

  • The round-up strategy for multiple PBXs in the WMS Network is based on the number of PBXs in the Network. For example, a customer with 4 PBXs in the WMS Network is transitioned to CDS-50.

  • For standalone PBXs, the round-up strategy is based on the number of storage licenses. For example, customers with up to 4 storage licenses are transitioned to CDS-50 if they have a standalone PBX. Similarly, if there are 6 or more storage licenses, it is rounded up to CDS-500.

PBXs without Storage Licenses

Customers who have not purchased storage licenses get 5GB of space in the CDS (the same size applies for both standalone PBXs and WMS Networks).

View Storage Usage and Configure Data Rotation Settings

Starting from WMS v. 6.06.20240425.1, it is possible to view statistics of CDS space usage in WMS. 

How-to:

Go to WMS -> PBX -> Call and chat history -> CDS tab

Screenshot 2024-05-20 at 18.50.14.png

The tab displays the total number of space used and a bar graph visualises the space distribution between backups, recordings, voicemail and free space. Hovering the mouse over a section on the bar graph, the number of used space is displayed for the relevant section.

wms-cds-usage.png

In the section Data retention period you can select how long the data should be stored:

 

Above the Data retention period section you can find expected number of months the data might be stored in CDS taking into account the current rotation policy and data usage:

 

Future Updates

In the next several months, we will deliver the following features:

  1. The ability to customize data rotation for each category of files

  2. Integration of conference recordings and files shared via the file sharing feature into the CDS

  3. Notifications to the PBX admin when the storage space is running low, along with recommendations for different rotation periods or ordering the next bundle

FAQ

Q1. Why are we migrating data to the CDS?

The migration to the CDS offers several benefits, including improved scalability, reliability, disaster recovery capabilities, and enhanced accessibility.

Q2. What types of data are being migrated to the CDS?

The migration process includes call recordings, backups, and, in future updates, voicemails and faxes. These data types are moved from the local storage of PBX to the CDS in the Cloud.

Q3. Can the CDS be activated on VM/HW PBXs?

Yes, the feature can be activated on both standalone VM/ HW PBXs and as a part of WMS Network.

Q4. How will the migration process affect access to call recordings?

The migration process ensures uninterrupted access to call recordings. Users with integrations accessing recordings directly from PBX can use the API endpoint /api/v1/pbx/recordings to retrieve recordings. Additionally, local copies of call recordings will be kept on PBX for 7 days to ensure continued accessibility during the transition.

Q5. What will happen with local recordings after 7 days?

Local recordings will be automatically deleted from PBX after this timeframe. The purpose of keeping local copies is to ensure continued access during the migration process.

Q6. Does Cloud Analytics Retention apply to call recordings?

No, it applies explicitly to the retention of call events used for generating reports in Cloud Analytics. It's important to note that while the data storage period can be extended, the storage of call recordings is managed separately. Call recordings must still fit within the CDS capacity, and the rotation is managed in WMS -> PBX -> Call and chat history.

Q7. If a storage bundle is ordered on Server PBX, is it applied to all Client PBXs?

Yes, when a storage bundle is ordered on Server PBX, it is applied to all Client PBXs. This means there will NOT be a separate charge for each Client PBX.

Q8. How to check the space utilization on the CDS?

You can view storage usage and configure data rotation settings in WMS -> PBX -> Call and chat history -> CDS tab. See the section View Storage Usage and Configure Data Rotation Settings of this document.

Q9. What happens if we run out of storage?

CDS overuse is not blocked. The admin has to setup the rotation policy and/or buy an appropriate CDS bundle depending on the customer needs to avoid overuse.