Theta Lake's Zoom eComms Archive integration module works directly with Zoom's meeting and webinar archiving solution to deliver selective content archiving options for any content types or modes used in Zoom Meetings. Specifically, for FSIs, the new module allows regulated FSI firms to use Zoom's meeting capabilities like in-meeting chat and polling while selectively archiving and supervising only that traditional ‘electronic communication’ content without the need to record and store the audio or video components of those related Zoom meetings. FSIs can now customize their archiving and supervision to take full meeting content with retention and analysis of video, chat, and audio, or, select just the content components of meetings they want to archive and supervise. Theta Lake’s differentiated archiving functionality enables compliance when adopting Zoom Meetings along with increased usage of its features in complicated regulated environments.
Theta Lake's Zoom eComms Archive captures Zoom Meeting and Webinar Archiving content for archive and supervision.
Theta Lake’s Integration modules for Zoom are globally available. With customer driven data center and data residency coverage in the US, UK, EU, Canada, and Australia, Theta Lake’s existing Zoom integration modules now include:
- Zoom Meetings Supervision and Archiving – providing archiving and the industry’s only full analysis and supervision for all video, voice, and chat meeting content
- Zoom eComms Archive – providing selective and differential archiving and supervision for FSIs across any content type or mode in Zoom Meetings
- Realtime Compliance Advisor for Zoom Meetings – providing real time compliance coaching and resources for employees in live meetings
- Zoom Chat Supervision and Archiving – providing fully native capture, supervision, archiving, and third-party archive integration for chat
- Zoom Phone Supervision and Archiving – providing archiving, AI-assisted supervision, and third-party archive integration for Zoom Phone
- Safety COVER for Zoom
| * Meetings that have end-to-end encryption are not available for archival. See |
From February 11, 2023, the Theta Lake Zoom eComms Archive will begin capturing chat in Zoom Meetings for Archiving users during external meetings.
Additionally, the integration of Theta Lake's Zoom eComms Archive now offers an automatic owner attribute assignment for recordings captured after June 17, 2023.
How to Set It Up
Prerequisites
- The Zoom Archive function, approved by Zoom Support for your Zoom environment
- Your Theta Lake administrative account
- license for Theta Lake's Zoom eComms Archive
- Supervised Zoom users can be granted any Zoom Subscription - with Basic, Pro, Business, Business Plus, or Enterprise licenses
- Your Zoom environment administrative login
Integration Summary
The Zoom eComms Archive feature is simple to configure and takes only a few minutes to enable -- however the functionality must be provisioned by both Zoom Support and Theta Lake support before the features are available in each portal. This may take a few calendar days for the features to be operational.
These are the high level steps. Please follow them in this order because there are dependencies in each step. Detailed instructions follow below.
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Request Zoom Support to enable Archive Meetings / Webinars on your Zoom account
- Enable Archive in your Zoom Account
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Configure the integration in your Theta Lake portal
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Notify Theta Lake Support to enable Zoom archiving feature on for your Theta Lake account
Detailed Instructions
To integrate Theta Lake with Zoom Archiving, the following steps must be taken:
Step 1: Request Zoom Support to enable archiving on your Zoom account
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You must contact Zoom Support and request them to enable the Archive feature.
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1.1 App Information for Zoom Customer Support
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Zoom Customer Support will ask for information about your account (1) Customer Name, (2) Account Number, (3) Contact Email.
- Here's where you find this information:
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1.2. Gather this information together, and contact Zoom Support
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In your communication, request Zoom to enable "Zoom Meeting and Webinar Archiving" to be enabled for your environment and provide the information you've gathered above. To avoid confusion, reference this Zoom help article.
- Optional - if you wish to capture breakout rooms please include that in your request to Zoom support.
- Optional - if you wish to capture external participant audio (follow the user) please include that in your request to Zoom support.
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- Please also send a note to Theta Lake Support support@thetalake.com. Theta Lake Support will track Zoom's Support activity with your Theta Lake Zoom eComms Archive configuration.
- We recommend you notify your Zoom account rep as well.
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1.3. Hold for Confirmation from Zoom Support
- Wait for a confirmation from Zoom Support that the feature has been enabled for the Zoom Marketplace App. This may take a few days.
- Feel free to log out of the Zoom App Marketplace and Theta Lake portal.
- When it is enabled, two new configuration options will appear:
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Step 2: Enable "Archive meetings/webinars" in your Zoom Administration Portal
- This feature can be found in the Zoom Admin Portal for any Administrative account.
- Navigate to the ADMIN menu >> Account Settings >> Meetings tab, then scroll down to In Meeting (Advanced) until you find the Archive meetings/webinars feature.
- Enable the feature, and select the types of meeting recording media that your organization wants Zoom to send to Theta Lake for archiving and supervision.
- **Before completing this form, please check with your compliance and legal teams about which Zoom meeting media content you want captured for Theta Lake to archive.
Step 3: Configure the integration in your Theta Lake portal
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**Before completing this form, please check with your compliance and legal teams about which Zoom meeting content you want Theta Lake to archive. |
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How Do I Know it's Working?
In Zoom Meetings...
To verify the Zoom component is working, log into your Zoom app using a Zoom account that is a member of the group that is being supervised, and start a meeting.
Zoom will deliver a notification when any participant joins an archived meeting, indicating that the meeting is archived and which specific communication mediums are archived.
Zoom's in-app notification alerts participants that the meeting is being archived
In the meeting window, you will see a new Zoom Archive icon appearing in the top left, indicating that Zoom is archiving the meeting.
Look for the Zoom Archive icon while in an active meeting to indicate if the meeting is being archived.
In Theta Lake Search and Review...
To verify the Theta Lake component is working, shortly after a meeting, log into your Theta Lake account and look for recordings in the Search page marked as Uploaded from Zoom Archive. Depending on which media types you selected to Archive -- Video, Audio, in-meeting chat, or in-meeting polls -- expect those types to be present in the record if they were present during the meeting. For example, if you enabled archive for in-meeting polling, and a poll existed, then the poll will be part of the Theta Lake archive as well.
Look for the Theta Lake record uploaded by Zoom Archive in your Theta Lake search and review screens.
Pause Theta Lake's Zoom eComms Archive
It may be necessary to temporarily pause or disable the service for troubleshooting or environment changes. The following instructions can guide you through the process for service pauses up to removing the service from Theta Lake and your Zoom environment.
(option 1) Pause the integration in Theta Lake
To temporarily pause* the service in Theta Lake, simply select the Pause option in the Theta Lake >> Policy >> Integrations table for your Zoom eComms Archive integration.
Pausing the eComms integration at Theta Lake will prevent Theta Lake from retrieving any content recorded at Zoom.
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*Note: Pausing the service at Theta Lake will not prevent Zoom from creating Meeting archive records, nor will it interrupt any Zoom client meeting banners and meeting archive icons from appearing in any Zoom meetings for covered Zoom users. Pausing the service is meant to be temporary. Upon restarting the service, Theta Lake will begin retrieval of Zoom Archive content from the time and date it was paused. |
To restart the service, simply navigate to the integration configuration and select the Restart option from the integration's menu.
(option 2) Pause the integration in Zoom
To stop Zoom from archiving meeting data, simply disable the Archive meetings/webinars feature in your Zoom management portal (reverse step 2 above).
This step will disable the Zoom archive feature. Archive banners and archive icons will no longer be displayed in your Zoom meetings and webinars, and no automatic recording of Zoom meeting content will be available for Theta Lake's archive and supervision.
Uninstall Instructions
Uninstall Theta Lake integration from Zoom
Should you wish to remove Theta Lake's eComms Archive integration from your Zoom environment:
- Log into your Zoom Account and navigate to the Zoom App Marketplace
- Select Manage >> Installed Apps and look for the Theta Lake eComms Archive app
- Select the Theta Lake eComms Archive app, then Uninstall.
Change Log:
Panelist Role
After June 17, 2023, Zoom Webinars that have been archived can benefit from Theta Lake's Zoom eComms Archive and Zoom integrations. These tools provide extra metadata that helps identify webinar participants who are panelists.
Existing Zoom integrations must be reauthorized in order to grant Theta Lake an additional read scope required to determine if a participant is a Panelist.
| *Note: Zoom eComms Archive captures recordings generated by Zoom Archiving. For external webinars and meetings (webinars hosted by a user in a different Zoom account than the Zoom Archiving user) participant list is limited to only the Zoom archived user for whom the recordings were generated, and this does not include identification of the user as a panelist. |
Q&A for Zoom meetings
With the mid-December 2023 release, Theta Lake Zoom eComms Archive integration adds capture of Q&A for Zoom meetings. Capture of Q&A in webinars is already supported.
Zoom supports meeting Q&A in scheduled meetings only. When configured, Zoom stores answered questions, and makes them available for Theta Lake to capture. Answered questions are those the host, or co-host, answer either with a typed or verbal response (Live answered). Answered questions can be to everyone or sent privately to the author only (Zoom does not uniquely identify private responses). Unanswered, dismissed, and deleted questions are not retained by Zoom and, therefore, not available for capture by Theta Lake.
Theta Lake captures the meeting Q&A and attaches it as a document to the chat for the meeting.
Zoom controls the identification of the question author. When the author is not authenticated to Zoom, Zoom identifies them as Guest. A question from a Zoom authenticated user in the same Zoom account as the meeting host is identified by their Zoom name and email address. A question from an authenticated Zoom user from a different Zoom account is identified by their Zoom name but no email address is included. Zoom does not identify the author of the answer.
For Zoom eComms Archive integration, capture of Q&A is optional. Prior to the mid-December release, the configuration page included the option "Include Webinar Q&A". It is updated to now reflect the capture of Q&A for meetings and webinars. The setting is now "Include Q&A"
When "Include Q&A" is enabled, Zoom eComms Archive captures Q&A for captured meetings and webinars.
| *Note: Theta Lake Zoom eComms Archive integration supports an option to also capture the individual audio and chat for Zoom archiving users for internal and external meetings. When this setting is enabled, polling and Q&A are not included as an attachment for the individual recording; it is attached only to the chat for the entire meeting. Contact Theta Lake Support if you wish to also capture individual audio and chat. |
AI Companion Meeting Summary
With the Mid-May 2024 release of the Theta Lake platform, Theta Lake’s Zoom meeting integrations - Zoom eComms Archive and Zoom, support capture of meeting summaries generated by Zoom AI Companion.
For details about enabling these summaries in Zoom and more details about AI Companion, please see https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0058013
When a meeting is archived with Zoom Archiving and AI Companion generates the meeting summary, Zoom eComms Archive captures the archived artifacts and the meeting summary. The meeting summary is a separate record within Theta Lake containing the complete summary, the meeting participants, and meeting metadata.
Prerequisites
- Zoom Archiving must be enabled for the Zoom account. See https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0068489
- The meeting must have at least one content type archived. The Zoom archive settings are in the “In Meeting (Advanced)” under the Meeting tab at the group or account level
- The meeting must be hosted in the same Zoom account as the archive user.
- Archive user can be host, co-host or an attendee
- AI Companion Summary is not available for capture when the meeting is hosted in another Zoom account than the Zoom account of the archive user
- Enable capture of Zoom AI Companion support in the Theta Lake Zoom eComms Integration.
- Install the Theta Lake Zoom eComms Archive integration or update an existing integration to capture AI Companion Summaries
- Install the Theta Lake Zoom eComms Archive integration or update an existing integration to capture AI Companion Summaries
- If using an existing Zoom eComms Archive integration, then the integration must be reauthorized to include a new permission for Theta Lake to retrieve summaries.
Support for Message Edits and Updated Metadata
After the Early November, 2024 update Theta Lake are pleased to announce an enhancement to the Zoom eComms Archive integration, which captures meeting and meeting related artifacts for Zoom Archiving users, now identifies edited meeting chat messages and provides the content from before and after edits.
This feature utilizes recently added capabilities from Zoom that provide the message details necessary for Theta Lake to capture, display, and archive edited messages.
When displaying meeting chat in Theta Lake Portal, edited messages are highlighted. The user should select the “View” button to see the details as shown below;
The message and all posted edits during the capture window display in Portal as well the archive email when generated by your workflow.
Support for capture of message edits in Zoom meetings is available to any customer licensed for the Theta Lake Zoom eComms Archive integration. This feature is always enabled and does not require re-authentication of the existing integration.
Capture Zoom Generated Transcripts
After the Early November, 2024 update, the Zoom eComms Archive integration includes support for capturing the Zoom generated transcripts when the meeting is archived by Zoom’s Zoom Archiving functionality. Theta Lake Zoom eComms Archive now supports capture of both Zoom generated transcripts (documents the audio for the entire meeting) and captions (documents the audio from the time captions enabled during the meeting).
When both Zoom and Theta Lake Zoom eComms Archive are configured for this functionality, Theta Lake will capture the transcript and use this transcript rather than the Theta Lake generated transcript for the meeting. The Zoom generated transcript includes speaker identification. Zoom generated captions do not include speaker identification.
To configure Zoom to archive the transcript
- Navigate to the Meeting tab at the group or account level
- Select “In Meeting (Advanced)” from the left side navigation
- Verify the setting “Audio transcript (.json) is checked. If not, enable it and scroll down a bit and select “Save”
To configure Theta Lake Zoom eComms Archive to capture the Zoom archived transcript
- Create or edit your Zoom eComms Archive integration
- On the integration configuration screen, place a check in the box to the left of “Include Transcripts”
- Save the integration
Behavior
When Zoom eComms Archive integration setting Include Transcripts is enabled and:
- Zoom Archiving setting “Audio transcript (.json)” is not checked, then Zoom does not generate the transcript and therefore the transcript is not available for capture by Theta Lake.
- Zoom Archiving setting “Audio transcript (.json)” is checked then Zoom generates the transcript and Theta Lake captures it.
- Theta Lake uses the captured transcript rather than generating a transcript when the Media option for Zoom eComms Archive configuration is set to either “Video & Audio” or “Audio”.
- Theta Lake creates a record for the transcript when the transcript is the only artifact captured for the meeting.
Summary Metadata
Zoom AI Companion summaries are part of a meeting and retain all of the meeting level metadata (known as attributes within Theta Lake). The following table maps the Theta Lake attribute to its Zoom API source and the description of the attribute.
For API details see
/archive_files https://developers.zoom.us/docs/api/rest/reference/zoom-api/methods/#operation/listArchivedFiles
/meetings/{meetingId}/meeting_summary ⇒ https://developers.zoom.us/docs/api/rest/reference/zoom-api/methods/#operation/Getameetingsummary