Introduction

Zoom is an online meeting solution making it easier for corporations to collaborate internally for sharing ideas, devising project goals and objectives, and making key business decisions coinciding all company stakeholders. Its video conferencing capabilities also allow it to be used for hosting webinars for external audiences, too.

Where Zoom does wonders in resolving the business pain of allowing teams to collaborate in real-time, VIDIZMO empowers such meeting solutions with its out-of-the-box content hosting, storage, and management capabilities to make the valuable discussions and ideas live forever. Coupled with VIDIZMO's advanced processing and secure sharing features, zoom online meetings can be made easily accessible, searchable, and shareable from anywhere, anytime.

Zoom server-to-server OAuth app allows VIDIZMO to interact with the Zoom API on behalf of a Zoom account or its users. With this type of OAuth app, an administrator of a Zoom account can grant permission for VIDIZMO to access and manage the account or user's data. Using a Server-to-Server OAuth app, you can securely connect with Zoom APIs and acquire an access token for the account owner without requiring user interaction. This is distinct from the regular OAuth app, which necessitates user authentication. Zoom server-to-server OAuth app enables secure and efficient integration between Zoom and VIDIZMO, improving productivity and streamlining business processes.

Concept

How we at VIDIZMO, integrate with Zoom revolves around four technical concepts that need to be understood. 

  1. Authenticating VIDIZMO to fetch Zoom recordings.
  2. How Zoom Users will be treated in VIDIZMO Portal
  3. How Zoom meeting recordings will be fetched from Zoom Cloud and uploaded into VIDIZMO Portal
  4. How to track the synchronization between VIDIZMO and Zoom at any given time

 

Zoom Authentication

The first step In VIDIZMO Zoom Integration is Authenticating VIDIZMO to fetch Zoom recordings. VIDIZMO allows you to integrate your Zoom account with VIDIZMO using OA. For authentication purposes, you will need to create a Server-to-Server OAuth App on ZOOM marketplace.  

 

Zoom Users

In order to fetch and process your Zoom Cloud recorded meetings here in VIDIZMO Portal, we let you control how to sync your Zoom Users with VIDIZMO identities:

  • At first, Zoom App asks you to choose Zoom users against which recorded meetings should be fetched and stored in the Portal. This means that when you enter email addresses of 2 of your users, only the cloud records saved in their Zoom Portal will be processed and imported into the VIDIZMO Portal.

 

Note: If you leave this section blank, we will sync and process recordings from all Zoom users part of the Zoom Account into the VIDIZMO Portal. This means that settings such as concatenation or deletion of recordings will apply to all cloud recordings within that Zoom Account. Alternatively, if you enter an email address of a user that does not exist in Zoom Account or an invalid Account ID, Client ID, or Client Secret, then no recordings will be fetched.
  • Secondly, Zoom App inquires further which user would you wish to publish Zoom recorded meetings as. Here, you can either choose to publish it as yourself or as a Zoom User. Let's expand on what each of these means:
    • If you choose Me, the author of all Zoom meetings in Portal will be you - the user who configured the app. Now there's a twist to this, if your Portal has multiple Managers then every time a Manager updates the app, or enables the app after disabling it for a while - he/she will become the author of Zoom recordings in the Portal from that point onwards. In simpler words, Zoom meetings will be published against the logged-in user who made the latest update to the Zoom app.
    • If you choose Zoom User, the author of the Zoom meetings in Portal will be one of the Zoom users against whose account that recording has been fetched. But there are two scenarios to this:
      1. User already exists in VIDIZMO Portal. This will help streamline system flow and Zoom meetings will be published with the respective user as Author. However, if the existing user has been assigned a role of a Viewer, we shall upgrade them to a Contributor role to allow them to upload media to the portal.
      2. User does not exist in VIDIZMO Portal. In this case, we will create a user with the same email address, and assign them a role of Contributor by default. After sign-up, users will receive an email to notify them about the success of their Zoom meeting recording uploaded in the Portal along with a sign-up URL using which they can reset their passwords.

 

Zoom Meetings

VIDIZMO's powerful integration lets you control how you want to import your Zoom recorded meetings, along with chat (that was held during the meeting) into your VIDIZMO Portal. Following is a guide to help you understand what each option, while configuring your Zoom App, has in store for you:

  • We will only process and fetch the recordings on your Zoom Cloud which are associated with those Zoom Users whose Email Addresses you will provide to us.
  • You can choose to concatenate your Zoom recorded meetings into a single video for ease of context and access. We concatenate your meetings based on their Unique Meeting ID in your Zoom Portal. This means that:
     If you hold a meeting with several panelists on board with multiple topics to be addressed where some are confidential while others ought to be recorded and shared with the rest of the team, you will record the session in planned intervals. Now where Zoom creates 4 different recordings for you as per the start-pause-resume-pause-resume-pause-resume-stop sequence. VIDIZMO allows you concatenate these recordings into one for a smoother user experience.
  • Next, you can delete recordings from your Zoom Cloud account to help you save your storage costs. However be very careful while enabling this check since there is no way to retrieve back your recordings in the Zoom Account. You can always download them thenceforth from your VIDIZMO Portal.
  • Next, you can choose how to publish your Zoom meetings in VIDIZMO Portal, either as drafts or as published media in the library. However, following are some considerations to these settings:
    • Whichever Publish Status you choose, portal will honor the default Portal Library settings while publishing your media in the Portal. This means that if Content Moderation has been enabled in the Portal, then your Zoom meetings will be published differently than the status chosen, this is how:
      • If you choose your Zoom meetings' status as Published, they will be sent for content moderation for approval before they are published in the portal for shared access.
      • Similarly, if you choose Drafts, your Zoom meetings will go to Drafts. However, as soon you log into your Portal and publish the draft, media will be sent for moderation before being published on the library.
    • If you choose to publish your Zoom Meetings directly on the Portal, this means that default publish settings will be applied on every media being uploaded via Zoom App. You can always go and edit the media settings later on if you need.

 

Sync Process

Now, VIDIZMO also allows you to keep track of the sync process so you can always stay up-to-date with the meetings you need from your Zoom Account.

 

Here are some details about how the synchronization works:
 As soon as you enable the toggle button of your Zoom App, a workflow will be initiated to fetch recordings from your Zoom Account(s), this workflow will be re-initiated upon any changes made to the app's configuration settings or its state (on/off). You can track the sync process of your application using the below metrics displayed against your Zoom App when activated:

  • Sync Process: This will display values such as Running, Finished to indicate the status of the sync. In case of a failure, it will also show an error.
  • Last Synced Attempt: This will return the latest instance in a local date-time format at which our processor fetched videos from Zoom Cloud. This helps you keep informed on the sync status of your files in the VIDIZMO Portal.
  • Last Recording Fetched Till: This will display the timestamp of the last meeting recording fetched from Zoom - that is the time at which the meeting took place in Zoom. 
  • Authorization Status: Here you will see an indication of whether or not your app has been successfully authorized by Zoom, this entails that recorded meetings in your Zoom Cloud can now be fetched, processed, and stored in VIDIZMO Portal.

 

Integration

This integration will allow you to seamlessly fetch your Zoom meeting recordings here in VIDIZMO Portal, with a few clicks of app configuration. Below is a detailed user flow to help you understand what you can ideally achieve when you sync your Zoom videos to VIDIZMO Portal:

 

To learn more about how to integrate Zoom with your VIDIZMO Portal, see: How to integrate Zoom with VIDIZMO.

 

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