Recording access is a security feature you use to control who has access to your call recordings. 

You use this feature to create credentials for an outside party (someone who does not have an active user in your Ringba account), to access your call recordings. 

Note: You do not have to set up recording access for active users in your account because active users can use their login credentials to access call recordings.

The Recording Access screen is available only to admin users. This feature is included in all Ringba subscription plans: Business, Professional, and Enterprise.

This article contains the following sections:

• Recording Access Policy
  • Active Users in Your Account
  • Outside Parties
  • Temporary Grace Period During Transition
• Recording Access Screen
  • Available Actions
• How to Create Recording Access Credentials
• Recording Access FAQ

Recording Access Policy

If you record your calls, the recordings are available through the Reporting screen or via a URL. You can share the URL with outside parties if you choose to. 

Active Users in Your Account

An active user is a person who can sign in to your Ringba account, including all user roles, such as publisher users and buyer users. Any active user signed-in to your account can download or play back the recordings through the Reporting screen at any time. 

Note: Some user types, such as publisher users and buyer users, see limited information in Reporting. These users see recordings (and other reporting data) only if it's related to their own campaigns. See User Roles for more information about what each type of user can access.

If an active user uses the URL to access a recording, their browser prompts them for their login credentials if they aren't already signed in to Ringba in the browser. 

Outside Parties

An outside party is someone who does not have an active user in your account. Since they cannot sign in to your Ringba account, outside parties cannot access your Reporting screen, but they can access the recording URL if you provide it to them.

If an outside party uses the URL to access a recording, their browser prompts them for their access credentials. You must proactively provide outside parties with access credentials and with recording URLs; this feature does not automatically provide them. 

Temporary Grace Period During Transition

To reduce disruptions to your processes while we transition to this recording access policy, Ringba is observing a 6-day grace period for each recording.

This means that anyone with the URL can access it without providing credentials for 6 days after the recording is complete. For example, if a call is recorded on September 1, active users and outside parties can access the URL without providing credentials until September 7. On September 8, everyone must provide credentials to access the URL.

Once the transition is complete, this grade period will no longer be in effect and everyone will need to provide credentials to access a recording URL.

Recording Access Screen

Use the Recording Access screen to create access credentials. You give the credentials to an outside party so they can access call recording URLs. 

You navigate to the Recording Access screen by clicking Security > Recording Access. 

A table appears with a row for each set of recording access credentials you've created. You can click most of the column headers to sort the table by the value in that field. Click the header again to reverse the sort, and click it a third time to remove the sort. 

The table contains the following columns:

• Username: The username part of the recording access credentials.
• Created: The date and time you created the recording access credentials.
• Last Used: The most recent date and time the person used their credentials to access a recording URL.
• Actions: You use the options in the Actions menu to perform actions on recording access. See the following section.

Available Actions

The Actions column contains the following options:

• Change Password: Use this option to change the password part of the recording access credentials.
• Delete: Use this option to delete the recording access credentials. Deleting prevents anyone from using these credentials to access recording URLs.

How to Create Recording Access Credentials

Create recording access credentials provide a way for someone to access your call recording URLs. You perform this procedure for someone who is both 1) an outside party (someone who doesn't already have a user in your Ringba account), and 2) a person you want to be able to access your recording URLs.

Use the following steps:

1. Navigate to Security > Recording Access.
   The Recording Access screen appears.
2. Click the Add Recording Access button.
   The Add Recording Access drawer opens.
3. Complete the fields in the drawer:
   • Username: Enter a username. An outside party must supply this username in order to access your call recordings. You can enter up to 65 alphanumeric characters.
     Tip: You should not use a person's email address as the username. 
   • Password: Enter a password. An outside party must supply this  password in order to access your call recordings. 
   • Authorization Required: Enter your own Ringba credentials. This additional layer of security confirms an actual admin is performing the action.
4. Click Save and close the drawer.

Now you can share the username and password you created with the person you granted access to. When the person attempts to follow the link to a recording, the browser prompts them for these credentials.

Recording Access FAQ

Can outside parties use their credentials to access any recording?

No, outside parties only have the URLs you provide them. When an outside party follows the URL, the browser prompts them for their credentials, then proceeds directly to the recording. Outside parties do not have a screen or other interface to see all of your recordings. 

Who should I give recording access credentials?

Create recording access credentials for each coworker or partner who does not have an active user in your Ringba account but needs to access recordings. Share the credentials individually so if you need to revoke one person's access to the recordings, you can cut off just that one person without affecting anyone else. 

Should I give the same credentials to multiple people?

Usually you should create separate credentials for each person. Separate credentials let you delete the access for just one outside party without disrupting anyone else's access.

Can an outside party use recording access credentials sign in to my Ringba account?

A person can only download recordings from media.ringba.com with recording access credentials. They cannot access your Ringba portal or your API.

What should I do if I need help with recording access?

If you have any questions or need additional help, please reach out to our support team via chat or email at support@ringba.com.