Company Data Storage Flow

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 and higher. 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 the data to the CDS, you need to run the following script via Terminal:

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. /war

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.

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).

CDS Statistics

To view statistics of CDS space usage, proceed with the following steps:

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

  • 1 - The tab displays the total number of space used and a bar graph visualises the space distribution between all the stored files and free space. Hovering the mouse over a section on the bar graph, the number of used space is displayed for the relevant section

  • 2 - In the next section, you can find average daily data usage and expected number of months the data might be stored in CDS taking into account the current rotation policy and data usage. Here you can also upgrade plan if required.

  • 3 - In the table below, you can find information about oldest file of different types and size of files, as well as data retention period. In the Data retention period column, you can configure how long the data should be stored for different types of files

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Expected data retention time

Expected data retention time is displayed at least one day after any data has been added to Company Data Storage. The data is updated every day. To make a rough calculation of time the data will be stored, first the average MB usage is calculated. The average MB usage for X days is calculated by the following formula:

Where:

• Y = number of MB added

• S = number of MB removed

• A = average MB gain for the previous day

• X = number of days

Example:

Day 1: 
10 MB added, 2 MB removed
Average gain is 8 MB/ day. 

Day 2:
200 MB added (Y), 20 MB removed (S). Previous average gain is 8 MB (A).
((200-20)+((1*8))/2= 94 MB/day 

Day 3: 
50 MB added, 5 MB removed, previous average gain is 94 MB /day.
((50-5)+(2*94))/3 = 77.7 MB / day

Basing on the average MB gain per day, the rough calculation of expected number of months to store the data is performed. 

The minimum expected retention time that can be displayed is 1 month. E.g. if there are 10 days or 20 days left – in both cases  “less than 1 month” will be displayed in the “Expected retention time”. 

Data retention period

When you configure Data retention period and click Apply, you are requested to confirm the changes:

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In case of descreasing data retention period, any data exceeding the configured retention time will be deleted (e.g. you’ve changed data retention period from 12 months to 6 months - this means that data older than 6 months is due for deletion). The usage statistics get updated within 24 hours.

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. Starting from 01 April 2025, data overuse will be charged.
The admin has to setup the rotation policy and/or buy an appropriate CDS bundle depending on the customer needs to avoid overuse.

Q10. How to download Cloud analytics calls statistics?

• For instructions, check out this guide: Obtaining cloud analytics data from CDS | Wildix Developer Docs

• Relevant API documentation: https://docs.wildix.com/api-reference/rest/cds/ca/