A recording rule specifies which communication channels (such as audio, video, screen, email, or chat) are recorded and for how long they are retained. Administrators can configure recording behavior (such as bulk, on-demand, or never record) and apply retention settings to meet compliance and business needs.
Create New Rule:
Click on the button Add rule.
In the field Rule Type, select the option Recording.
Edit an existing recording rule:
Select the recording rule and click on the icon to edit it.
The following window is displayed:
Add recording rule
Legend
Option / Function
Description
1
Rule Type
Recording.
2
Rule Name
Unambiguous, unique Rule Name.
3
Recording options
Select which media types are to be recorded.
NOTICE! Selecting one or more check boxes will display options of Recording Types, see Recording Types.
Audio: Activate to enable voice recording. Video/Screen Recording: Activate to record videos and split screen content. Screen Only Recording: Activate to record only the screen content of the call participants. Re-evaluate Call Type: Change from 1:1 Call to Meeting: Activate to re-evaluate and adjust the recording rule when changing the conversation type. Meetings may be subject to other policies.
4
Recording Type
There are different options to record a recording depending on the recording types, see Recording Types.
The Recording Types:
Type Inbound
Type Outbound
Type Meeting
Type Internal Meeting
Type External Meeting
Type Internal
5
Email and Chat
Select which media types are to be recorded.
Email: Archive all Outlook Emails. Chat: Activate to record chats. Further setting options are displayed dynamically here, see Chat.
Red Chat Type:
Bulk Recording: Recording of internal and external chats during and outside call recording.
Record like Audio/Video: Recording of internal and external chats only during call recording.
Like Audio/Video and External 1:1: Recording of internal and external chats during call recording. External 1:1 chat recording without call recording.
External 1:1: External 1:1 chat recording during and outside call recording.
Channel Chat:
Never Record: Chats in the Microsoft Teams channels are not recorded.
Internal Channels: The chats of Teams channels with internal participants are recorded.
External Channels: The chats of Teams channels with external participants are recorded.
Selected Channels: The chats of selected Teams channels are recorded. In the field Recorded Channels, enter one or several team names for the Teams channels.
Bulk Recording: All chats in the Microsoft Teams channels are recorded.
6
Announcement Suppression via DTMF Code
Allows to mute or deactivate the recording announcement for participants by entering a DTMF (Dual Tone Multi-Frequency) code. The recording announcement can be blocked for up to 180 days using a DTMF code (default value). At the end of this period, the announcement is automatically reactivated for PSTN participants, but can be muted again for the same period by re-entering the DTMF code.
Suppressing the recording announcement via DTMF code can be activated for all recording types. For the recording type Never Record, the option has no effect.
Suppress recording announcement via DTMF code, see Block recording announcement with a DTMF code
Recording control (RoD control) via a DTMF code is only available for the recording types Record On Demand and Recording Control for Bulk Recording.
Recording control via a DTMF code to start and stop the recording, see Recording control for RoD Record on Demand and Recording Control for Bulk Recording.
7
Extended recording options
This feature allows continued recording of calls that have been transferred, even if the target agent uses On-demand recording.
Recording will only continue after the transfer if the target agent has an active recording rule. If no rule exists, the recording will stop.
After the transfer, the ownership of the recording changes. This means each agent can access only the segment they recorded.
Agents with permanent recording rules are always recorded.
In record on-demand scenarios: If the first agent stopped recording before the transfer, the second agent can still start recording if required.
Silent Recording: Activates the automatic recording of conversations without notifying the participants in advance. This function often requires special authorizations. Record User Stream Only: Restricts recording exclusively to the stream of internal users and ignores external participants or sources. PSTN Recording Notification: Adds an automatic announcement for PSTN users (public telephone network users) to inform them about the ongoing recording. NOTICE! Dynamic display, see PSTN Recording Notification. Multi-line Support with MSFT Delegation: Multi-line support allows users to make and receive calls via multiple numbers in Microsoft Teams. Every number has a proprietary recordings in Recording Insights. This function combines the proxy rule of Microsoft Teams with Recording Insights.
Requirement: Microsoft Teams Calling plan license
Only applies to audio and video conversations (not for chat messages)
Allow selectively turn off Recording: Provides the option to deactivate recording for specific calls or subscribers as required, allowing flexible control. There is the option to require a reason text. On-demand Decision Tracking: This feature allows continued recording of calls that have been transferred, even if the target agent uses On-demand recording. After the transfer, the ownership of the recording changes. NOTICE! This function only works, when the transferred user also has a recording policy/rule!
Each agent can access only the segment they recorded
Agents with permanent recording rules are always recorded.
Only On-demand records: If the first agent stopped recording before the transfer, the second agent can still start recording if required.
Wrap-up Timer (secs): Defines the post-processing time in seconds available to users to make notes or edits after the end of the call before the recording is completed.
8
Time to Live (Date)
Option to define retention time (TTL) for recordings in days. NOTICE! Make sure to observe the legal country-specific requirements for the retention time of recordings.
Enter a period of time after which the saved recordings will be deleted. The default value is 730 days.
Click on the button Check Validity to see whether there is an overlap of the key expiration date and the retention time (TTL). NOTICE! The function Key expiration must be activated, see Rotation Type Interval.
Enter a description if needed.
Click on the button Save as new rule to save the entries. Click on the button Cancel to discard the settings.
Save changes of an assigned recording rule
Click on the button Save.
If the rule is already assigned to a user or group, the following message is displayed:
Click on the button Yes to save the changes. Click on the button No to discard the changes.
Alternatively, you can create a new rule.
Click on the button Save as new rule to save the changes as a new rule. Click on the button Cancel to discard the changes.
Add rule.
to edit it.
Audio: Activate to enable voice recording. 
