Zoom Team Chat and Theta Lake

Theta Lake’s Compliance Suite provides full supervision coverage, automatically detecting data exposure, malicious/offensive URLs, regulatory compliance, and behavior or conduct risks within Zoom chat. This includes AI-assisted supervision and review, 17a-4 WORM compliance archiving, and extensive integration into other existing eDiscovery and archiving systems.

When the integration is active, Theta Lake automatically captures and archives chat messages in their native format from Zoom, allowing compliance, legal, and risk teams to supervise and review Zoom messaging communication content for compliance, security, and acceptable use risks.

Theta Lake Compliance Suite archives and provides supervision over Zoom Chat channels and direct conversations

Zoom Team Chat Attributes

The following are the attributes for a Zoom Team Chat record:

Channel ID : Blank when SessionType is "1:1", otherwise it is the ID of the group or channel where the conversation occurred.
Session Name: The name for the captured conversation. When the SessionType is 1:1 or group, but not a channel, then the name is the list of participants. When the conversation is in a channel, then Session Name will display the name of the channel.
Session Type: 1:1 or Group. The value is "1:1" when the conversation is between a named set of users. The value is "Group" when the conversation is between a group of unnamed users.

1:1 Zoom Team Chat Attributes

Group Zoom Team Chat Attributes

Zoom Team Chat Attributes Filter

Within the Theta Lake platform, users can search for records using these attributes. The attributes are available for searching by selecting Platform Attributes under the Platform section on the left-side navigation and entering "Zoom Team Chat" in the Attribute field. This will filter the list of attributes to only those relevant for Zoom Team Chat. Select a specific attribute from the list then either enter the search value or select from the list.

Theta Lake’s AI-based compliance also covers Zoom Meetings and Phone, enabling firms to capture, archive, and supervise all Zoom channels, across what was said, shown (screen share, whiteboard, webcam), or shared. For more information about additional Zoom coverage, please reference these articles (login required):

The following instructions will take you step-by-step through the process from setup to testing with Zoom chat.

What you'll need:

An active Zoom account with account owner* role permissions for your organization

Screen_Shot_2021-12-16_at_17.34.31.png

Zoom Chat History enabled in your Zoom environment, with messages saved to the Zoom Cloud.
Zoom's API Features Chat Messages and Chat Channels enabled, with View permissions.
Chat Message History duration should be set no shorter than 48 hours.

Please the Zoom support article on Chat Message History.

**Please note that Advanced Chat Encryption must be disabled in order for Theta Lake to fully render messages in the platform**. See Advanced Chat Encryption

Add A New Integration

Step 1: invoke Theta Lake's Integration wizard

Login to Theta Lake with your Theta Lake administrative account Navigate to the Policy tab, hover over the Content Source icon... when the integrations page appears, select the [Add New Integration] button

Select the [Zoom Team Chat] button
Select the [Connect] button. Your browser is redirected to Zoom

Step 2: Grant permissions to Theta Lake

1. If you are not already logged into your Zoom account, you will be challenged to log in at this time. If this authorization expires or is removed, Theta Lake will not be able to retrieve new content until the authorization is restored by editing this integration.

2. Zoom will present a notification screen where you must grant Theta Lake permissions to use.

Review the set of permissions that Theta Lake Compliance Suite is requesting for monitoring chat messaging for your organization.

If you agree with the set of access permissions for Theta Lake, select "Authorize".

The Add New Integration wizard will authenticate using your credentials and return you to the Theta Lake portal.

Step 3: Name and start the integration.

1. Give the integration a friendly name. For example, provide the name of the teams that use Zoom Chat in your organization. This friendly name is useful to differentiate integrations if you have multiple groups or multiple Zoom chat environments.
2. You may now start the integration ("Save and Start") -- or save it in a paused state. ("Save and Don't Start Yet"). Generally it makes sense to Save and Don't Start Yet so that you may configure the SWRV routing and review workflow rules for this content. You may start the integration later.
Once the Installation is saved, you will find it in the list of Collaboration Platforms. If it is Paused, Theta Lake will remember the configuration but take no action. If it is Active, Theta Lake will check for new content and download it for processing.

4. Confirm Theta Lake configuration

The integration setup is complete.

Confirm your Content Routing is set up for your new integration:

Navigate to the Policy Tab > Content Routing > Smart Workflow Review (SWRV) rules.
Select the SWRV rule you want to use for this media.
In the rule's "Media from" field, include the friendly name of the integration you just created (or "Any" is selected) so that new content is delivered to the review workflow of your choice.

Once you have confirmed the SWRV rule for this integration, return to the Content Source menu and start your integration. Messages will begin to flow into the system* for processing.

*Note: Theta Lake message retrieval and batch processing

Theta Lake checks Zoom for new messages approximately every 10 minutes, then retrieves messages based on the activity level of the channel or direct message communication:

active / high message volume channels are processed immediately
medium-activity channels are processed hourly
low-activity channels are processed once a day

Theta Lake uses batch processing to prepare the messages into records for supervision and archiving, so there may be a small delay before the records appear after retrieval. Messages are gathered together per chat channel. Based on the retrieval frequency, messages will be bound into 10 minute (active), 60 minute (medium) and 24 hour groups of messages from the channel.

5. Testing & Validation

Once configuration is complete, follow these steps to validate the integration between Theta Lake and Zoom Chat:

1. Confirm the Zoom Chat integration status is marked "Active" in the Theta Lake.

Navigate to Policy tab > Content Source > Collaboration Platforms. Find your Zoom Chat integration on the table, and verify the status icon is green / Active.

2. Create Zoom Chat messages for Theta Lake to retrieve.

Login to your Zoom client using credentials from one of the accounts from your Zoom environment. Compose messages with another user.

3. Wait for messages to arrive in Theta Lake.

*See the note above on Theta Lake message retrieval and batch processing. Low volume channels may take up to 24 hours for the messages to appear in Theta Lake.

Uninstallation

There are two ways to remove Theta Lake from Zoom Chat - delete via the Theta Lake integration page or uninstall via the Zoom Marketplace.
Remove the Zoom App from Theta Lake
Login to the Theta Lake portal, and navigate to Policy > Content Source > Collaboration platforms. Find the Zoom Chat integration on the table. Click the “kebab” overflow menu, and select “Delete” Theta Lake will ask you to confirm. Select “Delete”

Uninstall via the Zoom Marketplace
Login to your Zoom account and navigate to the Zoom App Marketplace Click Manage > Installed Apps Find the Theta Lake for Zoom Chat app Select Uninstall Once the Theta Lake app is removed, Theta Lake Compliance Suite will no longer retrieve messages from Zoom Chat.

Change Log:
After the Early November, 2024 update Theta Lake are pleased to announce an enhancement to the Zoom Team Chat integration. Zoom recently updated their API to allow capture of a Giphy in Zoom Team Chat meaning Theta Lake can now capture Giphy images shared in messages. Before Early November, 2024 update After Early November, 2024 update