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Exporting message data in the RingCentral app

Last updated on September 23, 2022
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Intro to exporting message data

RingCentral’s message data export feature lets you download your business data in bulk. You might want to download your company’s data if:
  • You need to submit proof that you’ve fulfilled compliance requirements
  • Your legal team requires data for a discovery process
  • Your company conducts an internal review
  • You want to preserve or archive company records
The message data export feature lets you download:
  • The contents and histories of your users’ and groups’ conversations
  • Calendar events
  • Shared files
  • Task details
  • Lists of members and guests

Turning on message data export

Note: You’ll need super admin privileges to turn on message data export.
  1. In the left navigation bar of the RingCentral app, go to Settings > Administration.
  2. Scroll down to the Message data export section, then turn on the Enable message data export toggle.
turn on the Enable message data export toggle

Requesting a message data export

Note: You’ll need super admin privileges to turn on message data export.
  1. In the left navigation bar of the RingCentral app, go to Settings > Administration.
  2. Scroll down to the Message data export section, then click Request to the right of Request export.
Click Request
  1. In the Request export window, click the Type of data dropdown and select All conversations, Selected users, or Selected teams.
    1. For Selected users, start typing the name of a user, then select their name when it appears. You can add up to 10 users.
    2. For Selected teams, start typing the name of a team, then select its name when it appears. You can add up to 10 teams.
  2. Select a date range for your data export. You can select Last 7 days, Last 30 days, Last 90 days, or Custom range.
    1. For Custom range, click the Pick a date fields to select a Start date and End date. You can request up to 180 days of data for your export.
  3. Click Request. Your report will then appear under Export history, where you can check its status.

    Note: There may be a delay before your report appears in the history list while the system prepares it. The wait time will depend on how much data you’re exporting.
Click Request

Downloading your message data export

Once your data export has been completed, you can download it.
  1. In the left navigation bar of the RingCentral app, go to Settings > Administration.
  2. Scroll down to the Message data export section. Once your export request has been processed, it will appear under Export history. Click the arrow under Download to download your data as a ZIP file.
  3. Open the ZIP file with a decompression app on your computer. The main folder will contain several other folders, depending on the type of data that exists in your account(s). Each folder will contain individual files in JSON format.
    • Chats: Metadata from team, group, and direct messages
    • Files: Links to online copies of any message file attachments
      Note: The Files folder contains links to attachments, not the attachments themselves. Only admins or super admins in your company will be able to open the links to view the actual attachments.
    • Guests: List of guest users in the account(s)
    • Members: List of all users in the account(s)
    • Notes: Contents of all notes in team, group, and direct conversations
    • Posts: Contents of all messages in team, group, and direct conversations
    • Tasks: Details for all tasks in team, group, and direct conversations
    • You’ll also see a file called request_info.json, which lists the search criteria from your data export request.
Desktop & web

Requesting message data export in the RingCentral app 
desktop and web | RingCentral app

Introduction to the RingCentral app

RingCentral App: Using The Message Data Export Feature

Message data exports is a feature specifically built for companies and regulated industries, such as financial services, with compliance requirements for using electronic communication in the workplace. This feature can also help preserve business communications for legal discovery or internal review.
 
The message data export feature in the RingCentral app brings over all of the compliance export’s features like chats, events, files, guests, members, and posts, but allows you to request message histories of only a selection of teams or users. Admins can export the history of their entire account or the history of a team or user.

Enabling message data export

  1. Navigate to Settings via the left navigation bar.
  2. Click the Administration tab in the left pane.
  3. Under Message data export, ensure the Enable message data export toggle is set to on. 
Message data export settings

Adding app super admins

Super admins can request data exports and manage teams in the RingCentral app. Initially, the person who created your company’s account becomes a super admin in your Admin Portal and RingCentral app. The super admin can then assign another coworker to become an admin in the RingCentral app, where they have full access to the settings in the app. For more info about adding an admin, visit Managing admin users in the RingCentral app.
 
Once a user has become an admin in the RingCentral app, the super admin can upgrade them to become a RingCentral app super admin.
  1. Navigate to Settings via the left navigation bar.
  2. Click the Administration tab in the left pane.
  3. Under Company settings, click Manage at the far right of Manage app super admins. The Manage super admins window will appear.
  4. Select the user(s) who can request data export and manage teams.
  5. Click Save.
Manage super admins

Requesting export

To download data from the entire account or specific teams and users within a specified date range, follow these steps:
  1. Navigate to Settings via the left navigation bar.
  2. Click the Administration tab in the left pane.
  3. Under Message data export, click Request at the far right of Request export.
  4. In the Request export window, select the type of data you want to export: All conversationsSelected users, or Selected teams.
    1. If you chose Selected users, begin typing the name/s of the user/s and select from the suggested names. 
    2. If you chose Selected teams, begin typing the name/s of the team/s and select from the suggested teams. You can add up to 10 users or teams.
  5. Select a timeframe of the data you’d like to export: Last 7 daysLast 30 daysLast 90 days, or Custom range.
  6. If you chose Custom range from the previous step, select the Start date and End date. You can request for a maximum of up to 180 days worth of data for the account.
  7. Click Request.
Requesting export

Types of export data

  • All conversations: Export all data, including messages, events, tasks, and notes within the account during a specified time range
  • Selected users: Export data, including sent messages, events, tasks, and notes from up to 10 users during a specified time range
  • Selected teams: Export data, including messages, events, tasks, and notes from up to 10 teams during a specified time range

Downloading export

Once an export has been completed, you can download the export output.
  1. Navigate to Settings via the left navigation bar.
  2. Click Administration on the left pane.
  3. Under Export history on Message data export, click the down arrows under Download to download the requested data.
Each export is delivered as a compressed .zip file. When you open this file, you'll see that the top-level folder contains seven sub-folders.
  • Chats: List of teams, groups, and direct messages
  • Events: Export of all events from teams, groups, and direct messages
  • Guests: List of guest users in the account
  • Members: List of employees in the account
  • Notes: Export of all notes from teams, groups, and direct messages
  • Posts: Export of all message histories from teams, groups, and direct messages
  • Tasks: Export of all tasks from teams, groups, and direct messages
Note: If you have difficulties viewing the .json file, you can go to these sites to convert it to a CSV file. You can use the resources below:

Message data export settings

Under Message data export on the Administration page, you will find the following settings:
  • Enable message data export: Allow exporting all of your company’s data from the RingCentral app
  • Access to exports: Manage who can request and download data exports
  • Request export: Download data from the entire account or specific teams and users within a specified date range
  • Export history: Displays the export history of your RingCentral account. This section contains the following info:
    • Export date: Date when the message data export was requested
    • Date range: The timeframe of the data exported
    • Requested by: The name of the admin who requested export
    • Status: Displays if the request has been completed
    • Download: Download the requested data export file
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