How to automate call recording categorization and storage in Zoho Voice with Zoho RPA
- Problem statement
- How Zoho RPA helps
- What changed with Zoho RPA
- How Zoho RPA helps finance professionals
- Ready to automate your call recording management?
Problem statement
Call centers handle thousands of calls every day, recording them for training, compliance, and quality assurance. But manually organizing these recordings slows teams down and risks losing important files—putting operations and compliance at risk.
Let's consider the example of Sarah, a call center manager on a fast-growing support team. Her agents are spread across the globe, working in multiple time zones. For example, Clinton is based in Berlin (MET), Max in San Francisco (PST), and Emily in London (GMT). Each day, her 100-person team handles hundreds of customer calls.
By the end of a day, her team faces a growing pile of raw recordings—and that’s when things get messy.
To organize them, a support staff member must:
- Log in to Zoho Voice manually.
- Navigate across tabs to find user details and time zones.
- Filter recordings agent by agent.
- Download everything individually.
- Then sort them into folders.
- Zip the folders.
- Upload to the cloud.
- Notify Sarah.
It's a long list of small tasks that quickly add up—and over time, take a toll on the team.
The result? Time zone mismatches, unreliable backups, and too much time spent sorting files instead of focusing on helping customers.
How Zoho RPA helps
To eliminate this repetitive, manual chaos, Sarah implemented Zoho RPA. Here's how it works—fully automated, end to end:
The bot runs daily, right on schedule
A trigger is set up in Zoho RPA to initiate automatically at the end of each workday, timed to sort all completed calls across time zones with no manual input needed.
Retrieving user data from Zoho Voice
The bot navigates to the Users tab in Zoho Voice and reads each profile to extract the user’s time zone, which is used later to organize the recordings.
- Clinton – MET
- Max – PST
- Emily – GMT
Accessing call logs and recording
It then switches to the Call Logs section and opens the Call Recordings tab, where the day’s recordings are listed.
Filtering and downloading recording
For each user, the bot applies filters to isolate their recordings. It downloads and saves them into folders based on their time zones.
Example folder structure
- MET
- Recording_Clinton_1.mp3
- Recording_Clinton_2.mp3
- PST
- Recording_Max_1.mp3
- Recording_Max_2.mp3
Zipping the folder
Once all files are organized, the bot compresses the main folder into a zip file (e.g., 2025-05-06.zip) for cleaner storage and faster transfer.
- 2025-05-06
- MET/
- PST/
Uploading to the cloud & notifying Sarah
Finally, the zip file is uploaded to cloud storage. Sarah receives a notification with a download link, giving her instant access to that day’s fully organized archive.
What changed with Zoho RPA
| Before Zoho RPA | After Zoho RPA |
| Manual download and sorting took hours daily | Fully automated process runs in the background |
| Files were scattered or mislabelled | Recordings are categorized by agent and time zone |
| High risk of missing or misplaced recordings | Every file is accounted for and properly organized |
| Backups were inconsistent or forgotten | Files are securely stored and audit-ready every day |
How Zoho RPA helps finance professionals
- Zero manual effort - Call recordings are downloaded and organized automatically, saving hours of manual work.
- Quick access - Recordings are instantly sorted by date and agent time zone for easy access.
- Compliance-ready - Backups and storage are automated, making audits hassle-free.
- Scalable - Zoho RPA handles call recordings for any mix of team size and time zone with ease
Ready to automate your call recording management?
Let Zoho RPA sort and sync—so your team can focus on strategy.
Want a live demo? Let’s talk!