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Zoom: How to Connect and Collect

Onna Support
  • Updated

In this article: 

 

Zoom Overview

Zoom is a communication platform that offers meetings, chat, phone, webinars, and online events services. Onna uses Zoom’s API to collect data from your entire company’s Zoom account or from specific user accounts. Additionally, you can export the data collected in an eDiscovery-ready format. Below, you can learn more about how Onna’s Zoom connector works. 

 

Connector Features
Authorized Connection Required? Yes Is identity mapping supported? No
Audit logs available? Yes Admin Access? Yes
Supports a full archive? Yes Custodian based collections? Yes
Preserve in place with ILH? No Resumable sync supported? Yes
Supports Onna preservation? No Syncs future users automatically? Yes
Sync modes supported: 
  • One-time sync
  • Auto-sync and archive
  • Auto-sync
 Is file versioning supported? No
Note: Source Holds are supported by our Zoom connector.
 
Types of Data Collected Metadata Collected
  • Meeting data (only for Licensed users)
    • Scheduled meetings
      • Topic
      • Meeting ID
      • Participants
      • Date
      • Time
    • In-meeting public chats
    • Emoijis used in chat
    • Audio (only when recorded to the cloud)
    • Video (only when recorded to the cloud)
    • Transcripts (require Zoom Business or Enterprise license)
  • Chat data (for Basic and Licensed users)
    • Individual
    • Group
    • Channels
  • Conversation ID- Text identifier field used to identify the conversation
  • Conversation name- Categorizes the kind of conversation. 
  • Conversation type- A descriptor for the type of conversation.

 

Zoom Considerations

Connecting

  • Only one authorized connection can be active for each Zoom account. Creating more than one authorized connection for the same Zoom account will cause the previous authorization to become invalid.

Collecting

  • Onna doesn't collect the following data from Zoom:
    • Individual chats where one of the two users is inactive (didn’t send any message)
    • Reactions to chat messages
    • Recordings for meetings with only one participant
    • Recordings that are in trash
    • Webinars, polls, and private in-meeting chat messages (not sent to everyone)
    • Instant meetings
    • Basic users' meeting data
    • Files shared in a chat session during a meeting
  • Onna can’t collect data from Zoom On-Premise deployments
  • Onna can only collect chats within the last six months from the collection creation date
  • Zoom meetings audio and video must be recorded to the cloud to be collected
  • Mirroring Zoom’s retention policies is not supported

Searching

  • Onna can track edits and deletions for Zoom chats. Since conversations are grouped by day, edits and deletions appear on the day the edit and deletion occurred.
  • Zoom’s API doesn’t allow you to query deleted messages, so there’s no way for Onna to mark such changes on the original ones. For example, if a message is collected on January 1st, but the message is deleted on January 2nd, the message will show as deleted in the thread for January 2nd, but the message won’t show as deleted in the thread for January 1st.

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Zoom Requirements

In addition to enabling Zoom from your list of enterprise sources in the ‘Admin preferences’ section of your Onna site, the following requirements must be met to connect to and collect from Zoom. 

  • Cloud recording enabled (to collect in-meeting data).
  • Access to authorized connection credentials in Onna. To learn more about how to set up and share an authorized connection visit the article, Creating and Managing Authorized Connections in Onna. In order to set up an authorized connection for Zoom, you will need log-in credentials to a  Zoom service account set up with the Owner role.

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How to Connect and Collect Using Zoom

Step 1

Navigate to the workspace where you want to set up your sync.

Inside that workspace click on the ‘+’ icon in the upper right corner of the screen to ‘Add source’.

 

 

Step 2

You will now see a list of all sources enabled for your organization. Find and select the ‘Zoom’ source.

 

 

Step 3

You’ll now define the basic information for your new sync, including: 
  1. The name of your sync (We will autofill this field with the name of your source, but you can change it) 
  2. The sync mode you’d like to use
  3. The start date for your sync (Note: If you’re choosing a one-time sync you’ll enter an start and end date for your sync)
  4. Once you’ve selected the right account select the blue ‘Continue as...’ button

Step 4

Next, you will select the content you want to include in the sync. To do so you will: 
  1. Select the type of ‘Meeting’ features you’d like to include in your sync. 
  2. Select the type of ‘Chat’ features you’d like to include in your sync. 
  3. Click the blue ‘Next’ button.

Step 5

You’ll now add the users you’d like to include in your sync. You can do this by either: 
  1. Manually adding users' email addresses. Or, 
  2. Loading users via a list or from a CSV by clicking ‘Load users’.

Step 6

If you select users from a list you will be directed to a screen where you can:

a. Select the users you want to include or click ‘Select all’ to include all users.
b. Click the blue ‘Next’ button (b). 

 

 

Step 7

Your next step is to select the channels you want to include in your sync. 
  1. Select the channels from the list or click ‘Select all’ to include all channels. 
  2. To sync future channels that are added, make sure the option to ‘Sync future channels’ is checked. 
  3. Click the blue ‘Done’ button

Step 8

Your sync is now in progress and visible inside the workspace you added it to. Learn more about How to Monitor Your Source Sync Status 

 

 

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