RingCentral Team Messaging Compliance Exports

Last updated: 2021-08-17

Contributors

Compliance Exports is a special capability specifically built for companies and regulated industries, such as financial services and health care, with compliance requirements for using electronic communication in the workplace. This feature is also a fail-safe way of preserving business communications for compliance and legal discovery or internal review.

Admin priveleges are required to call the Compliance Export APIs

The Compliance Export APIs run at the account level. This means that only users with the admin role are permitted to call these APIs in order to export the data of all users in the entire account.

The Compliance Exports feature must be turned on from the RingCentral App in the Administration settings.

RingCentral's Data Retention Policy

The Compliance Export API allows any data retention practices to be automated and is essential for regulated industries because RingCentral does not retain customer data indefinitely. Our data retention policy is as follows, depending upon whether your account is "HIPAA enabled" (please consult your account representative or support to inquire about your account settings).

Account	Data Retention Rule
Non-HIPAA	The account admin can set the retention policy to one of the following: 30, 60 and 90 days. Once a policy is set, on a nightly basis all content older than the specified number of days will be deleted permanently.
HIPAA enabled	All data will be deleted after 30 days.

Changing your data retention policy

The RingCentral App provides admins with a way of modifying your account's data retention policy. Login to RingCentral App, and navigate to the Settings area. Then select "Administration." There you will see "Manage data retention policy."

Team Messaging Data Export Process

Team Messaging Exports can take some time to compile and make available for download. Therefore, the process is an asynchronous one that follows this simple 3-step flow:

Developer creates an "Export Report" task.
Developer polls to check the status of the created "Export Report" task.
When the task is complete, developer downloads the generated file.

What follows is a more detailed walk-through of this process.

Creating an Export Report Task

A compliance export task can be created by administrators inside of the RingCentral client under the Administration section.

This is helpful to human beings, but is difficult to automate. To create an export task via the API one would need to:

Specify the period of time for the archive via the timeFrom and timeTo parameters.
Specify a list of users whose data you would like to export via the contacts parameter. A contact is an object and can be specified by an id number or an email address.
Specify a list of teams/conversations to export via the chatIds parameter.
Finally, make a POST request to the /restapi/v1.0/glip/data-export endpoint.

How to find IDs to filter by

Valid chatIds can be retrieved using the Get Chats API to read all teams/chats/conversations.

Required permission(s): Glip

If successful, the response will contain the task ID and the status of the newly created task as shown below.

{
  "uri":"https://platform.ringcentral.com/restapi/v1.0/glip/data-export/809646016-xx-yy",
  "id":"809646016-xx-yy",
  "creationTime":"2020-01-16T22:12:55Z",
  "lastModifiedTime":"2020-01-16T22:12:55Z",
  "status":"Accepted",
  "creator": {
    "id":"62288329016",
    "firstName":"Paco",
    "lastName":"Vu"},
  "specific": {
    "timeFrom":"2020-01-14T00:00:00Z",
    "timeTo":"2020-01-16T22:12:55Z"
  }
}

Polling the Status of the Export Task

To archive a large data export report (for a long period of time or for an account with a large number of extensions), the report creation process may take several minutes to complete. Therefore, you will need to periodically check the status of a task. When its status is marked as "Completed" you can proceed to get the report. The status of a task can be any of the following values:

To check the status of a task, make a GET request to /restapi/v1.0/glip/data-export/[taskId] endpoint. Where the taskId is the value of the id returned in the previous step. If the report is ready, the task status is marked as "Completed."

When successful, the response will contain the id (taskId) and the status of the newly created task.

{
  "uri":"https://platform.ringcentral.com/restapi/v1.0/glip/data-export/809646016-xx-yy",
  "id":"809646016-xx-yy",
  "creationTime":"2020-01-16T22:12:55Z",
  "lastModifiedTime":"2020-01-16T22:12:55Z",
  "status":"Completed",
  "creator": {
    "id":"62288329016",
    "firstName":"Paco",
    "lastName":"Vu"},
  "specific": {
    "timeFrom":"2020-01-14T00:00:00Z",
    "timeTo":"2020-01-16T22:12:55Z"
    },
  "datasets":[
    {
      "id":"1",
      "size":3434,
      "uri":"https://media.ringcentral.com/restapi/v1.0/glip/data-export/809646016-xx-yy/datasets/1"
    }]
}

Authentication and file downloads

When an export task has completed successfully, make a GET request to the uri parameter returned in the response as described in the previous step, and pass your access key via an Authorization header or access_token query parameter as described in Accessing protected content on Working with media content.

Sample Code: Export Team Messaging Data

The following code sample shows how to call the Compliance Export API to export the team messaging data and save it to a local machine.

JavaScript

const RingCentral = require('@ringcentral/sdk').SDK
var fs = require('fs')
var https = require('https');

var rcsdk = new RingCentral({ server: "server_url", clientId: "client_id", clientSecret: "client_secret" });
var platform = rcsdk.platform();

platform.login({ username: "username", password: "password", extension: "extension_number" })
  .then(function(resp) {
    create_compliance_export_task()
  });
}

async function create_compliance_export_task() {
  console.log("Create export task.")
  var params = {
    timeFrom: "2019-08-01T00:00:00.000Z",
    timeTo: "2019-08-26T23:59:59.999Z"
  }
  try {
    var resp = await platform.post("/restapi/v1.0/glip/data-export", params)
    var jsonObj = await resp.json()
    get_compliance_export_task(jsonObj.id)
  } catch (e) {
    console.log(e.message)
  }
}

async function get_compliance_export_task(taskId) {
  console.log("Check export task status ...")
  try {
    var resp = await platform.get(`/restapi/v1.0/glip/data-export/${taskId}`)
    var jsonObj = await resp.json()
    if (jsonObj.status == "Completed") {
      for (var i = 0; i < jsonObj.datasets.length; i++) {
        var fileName = `rc-export-reports-${jsonObj.creationTime}_${i}.zip`
        get_report_archived_content(jsonObj.datasets[i].uri, fileName)
      }
    } else if (jsonObj.status == "Accepted" || jsonObj.status == "InProgress") {
      setTimeout(function() {
        get_compliance_export_task(taskId)
      }, 5000);
    } else {
      console.log(jsonObj.status)
    }
  } catch (e) {
    console.log(e)
  }
}

async function get_report_archived_content(contentUri, fileName) {
  var uri = platform.createUrl(contentUri, { addToken: true });
  download(uri, fileName, function() {
    console.log("Save report zip file to the local machine.")
  })
}

const download = function(uri, dest, cb) {
  var file = fs.createWriteStream(dest);
  var request = https.get(uri, function(response) {
    response.pipe(file);
    file.on('finish', function() {
      file.close(cb);
    });
  });
}

Python

from ringcentral import SDK
import time, urllib2

sdk = SDK( "client_id", "client_secret", "server_url" )
platform = sdk.platform()
platform.login( "username", "extension", "password" )

def create_compliance_export_task():
    print ("Create export task.")
    endpoint = "/restapi/v1.0/glip/data-export"
    params = {
    "timeFrom": "2019-07-01T00:00:00.000Z",
    "timeTo": "2019-07-29T23:59:59.999Z"
      }
    resp = platform.post(endpoint, params)
    json = resp.json()
    get_compliance_export_task(json.id)

def get_compliance_export_task(taskId):
    print("Check export task status ...")
    endpoint = "/restapi/v1.0/glip/data-export/" + taskId
    response = platform.get(endpoint)
    jsonObj = response.json()
    if jsonObj.status == "Completed":
        length = len(jsonObj.datasets)
        for i in range(length):
            fileName = "rc-export-reports_" + jsonObj.creationTime + "_" + str(i) + ".zip"
            get_report_archived_content(jsonObj.datasets[i].uri, fileName)
    elif jsonObj.status == "Accepted" or jsonObj.status == "InProgress":
        time.sleep(5)
        get_compliance_export_task(taskId)
    else:
      print (jsonObj.status)

def get_report_archived_content(contentUri, zipFile):
    print("Save export zip file to the local machine.")
    uri = platform.create_url(contentUri, False, None, True);
    fileHandler = urllib2.urlopen(uri)
    with open(zipFile, 'wb') as output:
        output.write(fileHandler.read())

create_compliance_export_task()

PHP

<?php
require('vendor/autoload.php');

$rcsdk = new RingCentral\SDK\SDK( "client_id", "client_secret", "server_url" );

$platform = $rcsdk->platform();
$platform->login( "username", "extension_number", "password" );

create_compliance_export_task();

function create_compliance_export_task(){
    global $platform;
    echo ("Create export task.\n");
    $endpoint = "/restapi/v1.0/glip/data-export";
    try {
    $response = $platform->post($endpoint,
        array(
        'timeFrom' => "2019-08-01T00:00:00.000Z",
        'timeTo' => "2019-08-26T23:59:59.999Z",
        ));
    $json = $response->json();
    get_compliance_export_task($json->id);
    }catch(\RingCentral\SDK\Http\ApiException $e) {
    echo($e);
    }
}

function get_compliance_export_task($taskId){
    global $platform;
    echo ("Check export task status ...\n");
    $endpoint = "/restapi/v1.0/glip/data-export/" . $taskId;
    try {
    $response = $platform->get($endpoint);
    $json = $response->json();
    if ($json->status == "Completed"){
        for ($i=0; $i<count($json->datasets); $i++){
          $fileName = "rc-export-reports_" . $json->creationTime . "_" . $i . ".zip";
          get_report_archived_content($json->datasets[$i]->uri, $fileName);
        }
    }else if ($json->status == "Accepted" || $json->status == "InProgress"){
        sleep(5);
        get_compliance_export_task($taskId);
    }else
      echo ($json->status);
    }catch(\RingCentral\SDK\Http\ApiException $e) {
    echo($e);
    }
}

function get_report_archived_content($contentUri, $fileName){
    global $platform;
    echo ("Save export zip file to the local machine.\n");
    $uri = $platform->createUrl($contentUri, array(
    'addServer' => false,
    'addMethod' => 'GET',
    'addToken'  => true
    ));
    file_put_contents($fileName, fopen($uri, 'r'));
}

using System;
using System.Threading.Tasks;
using RingCentral;

namespace Export_Compliance_Data
{
    class Program
    {
    static RestClient rcsdk;
    static void Main(string[] args)
    {
        rcsdk = new RestClient("client_id", "client_secret", "server_url");
        await rcsdk.Authorize("username", "extension_number", "password");
        create_compliance_export_task().Wait();
    }
    static private async Task create_compliance_export_task()
    {
        var parameters = new CreateDataExportTaskRequest();
        parameters.timeFrom = "2019-08-01T00:00:00.000Z";
        parameters.timeTo = "2019-08-26T23:59:59.999Z";

        var resp = await rcsdk.Restapi().Glip().DataExport().Post(parameters);
        Console.WriteLine("Create export task");
        var taskId = resp.id;
        Boolean polling = true;
        while (polling)
        {
        Console.WriteLine("Check export task status ...");
        Thread.Sleep(5000);
        resp = await rcsdk.Restapi().Glip().DataExport(taskId).Get();
        if (resp.status != "InProgress")
        {
            polling = false;
        }
        }
        if (resp.status == "Completed")
        {
        for (var i = 0; i < resp.datasets.Length; i++)
        {
            var fileName = "rc-export-reports_" + resp.creationTime + "_" + i + ".zip";
            var contentUrl = resp.datasets[i].uri + "?access_token=" + rcsdk.token.access_token;
            WebClient webClient = new WebClient();
            webClient.DownloadFile(contentUrl, fileName);
            Console.WriteLine("Save report zip file to the local machine.");
        }
        }
        else
        {
        Console.WriteLine("Error!");
        }
    }
    }
}

Java

import com.ringcentral.*;
import com.ringcentral.definitions.*;
import java.io.BufferedInputStream;
import java.io.FileOutputStream;
import java.io.IOException;
import java.net.URL;

public class Export_Compliance_Data {
static RestClient rcsdk;
  public static void main(String[] args) {
      var obj = new Export_Compliance_Data();
      rcsdk = new RestClient("client_id", "client_secret", "server_url");
      try {
          rcsdk.authorize("username", "extension_number", "password");
          obj.create_compliance_export_task();
      } catch (RestException | IOException e) {
          e.printStackTrace();
      }
  }
  public void create_compliance_export_task() throws RestException, IOException {
  var parameters = new CreateDataExportTaskRequest();
      parameters.timeFrom = "2019-08-01T00:00:00.000Z";
      parameters.timeTo = "2019-08-26T23:59:59.999Z";

      var resp = rcsdk.restapi().glip().dataexport().post(parameters);
      System.out.println("Create export task.");
      var taskId = resp.id;
      boolean polling = true;
      while (polling)
      {
        System.out.println("Check export task status ...");
        try {
            Thread.sleep(5000);
            resp = rcsdk.restapi().glip().dataexport(taskId).get();
            if (!resp.status.equals("InProgress"))
              polling = false;
        } catch (InterruptedException e) {
            e.printStackTrace();
        }
      }
      if (resp.status.equals("Completed")) {
        for (var i = 0; i < resp.datasets.length; i++)
        {
            var fileName = "./src/test/resources/export-reports_" + resp.creationTime + "_" + i + ".zip";
            var contentUrl = resp.datasets[i].uri + "?access_token=" + rcsdk.token.access_token;
            try (BufferedInputStream inputStream = new BufferedInputStream(new URL(contentUrl).openStream());
                FileOutputStream fileOS = new FileOutputStream(fileName)) {
                byte data[] = new byte[1024];
                int byteContent;
                while ((byteContent = inputStream.read(data, 0, 1024)) != -1) {
                    fileOS.write(data, 0, byteContent);
                }
                System.out.println("Save report zip file to the local machine.");
            } catch (IOException e) {
               // handles IO exceptions
                System.out.println("Error!");
            }
        }
      }
  }
}

Ruby

require 'ringcentral'
require "open-uri"

$rc = RingCentral.new( 'client_id', 'client_secret', 'server_url')
$rc.authorize( username:  'username', extension: 'extension_number', password:  'password')

def create_compliance_export_task()
    puts "Create export task."
    endpoint = "/restapi/v1.0/glip/data-export"
    response = $rc.post(endpoint, payload: {
    timeFrom: "2019-07-01T00:00:00.000Z",
    timeTo: "2019-07-29T23:59:59.999Z"
      })
    get_compliance_export_task(response.body['id'])
end

def get_compliance_export_task(taskId)
    puts "Check export task status ..."
    endpoint = "/restapi/v1.0/glip/data-export/" + taskId
    response = $rc.get(endpoint)
    body = response.body
    if body['status'] == "Completed"
    length = body['datasets'].length
    for i in (0...length)
        fileName = "rc-export-reports_" + body['creationTime'] + "_" + i.to_s + ".zip"
        get_report_archived_content(body['datasets'][i]['uri'], fileName)
    end
    elsif body['status'] == "Accepted" || body['status'] == "InProgress"
    sleep(5)
    get_compliance_export_task(taskId)
    else
    puts body['status']
    end
end

def get_report_archived_content(contentUri, zipFile)
    puts "Save report zip file to the local machine."
    uri = contentUri + "?access_token=" + $rc.token['access_token']
    open(uri) do |data|
      File.open(zipFile, "wb") do |file|
    file.write(data.read)
      end
    end
end

create_compliance_export_task()