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Content Source • Zoom Fax

Julie Collins
Updated

You can add a Zoom Fax integration to your Theta Lake Workspace to capture your users’ Zoom Fax documents, including metadata (sender, recipient, timestamps, page count), for archiving, analysis, and supervision.

Theta Lake connects to your Zoom Fax instance using Zoom APIs, and captures your users’ activity in Zoom Fax. After the integration is activated, we automatically capture all supported Zoom Fax content and create a record in the Theta Lake platform, which includes the participants, direction, timestamps, and page count for each fax. Those records are then processed by Theta Lake following the rules specified in the SWRV rules that you configure for the integration.

Prerequisites

Before you add a new integration to your Theta Lake Workspace, make sure that you have the following information.

  • Theta Lake Compliance Suite account with the Administrator role
  • Active Theta Lake subscription for Collaboration Platforms
  • Theta Lake administrator privileges to configure the integration
  • Active Theta Lake license for Content Source Integrations

  • Zoom.us administrator account for your organization

    This account must have permissions to view Fax PDFs for all Zoom users in your organization.

For more information, see Using Online Fax.

Zoom Fax supports a maximum limit of 60 days to retrieve historical content. The archive timer starts when it’s enabled. It isn’t retroactive. If your Zoom Fax retention policy deletes your whiteboard content, it won’t be captured.

Because third-party applications can change their products and processes without notice, we don’t provide step-by-step instructions to complete the setup process for any third-party products. We recommend that you follow the instructions in the documentation provided by the third-party service.

We provide the Theta Lake-specific options that you need during the installation and configuration processes, but we recommend that you verify those options with the third-party documentation, and with your own internal implementation process documentation.

Add a Zoom Fax Integration

After you have gathered all of your prerequisites, you can add an integration for Zoom Fax to your Theta Lake Workspace. Some of the options that appear during the integration configuration process are only available to Admin users.

  1. From the Theta Lake Portal top menu, select Policies.
    The Policies Settings menu appears.
  2. Expand the Content Source section and select Collaboration Platforms.
    The Collaboration Platforms page appears with your current list of collaboration platform integrations.
  3. Click Add New Integration.
    The Add New Integration dialog box appears.
  4. In the Search text box, type Zoom to filter the list of integration platforms.
    The list of integrations is filtered as you type.

  5. Select Zoom Fax.
    The Add New Integration dialog box appears.

    Screenshot of the Add New Integration dialog box for Zoom Fax

  6. Click Connect.
    The Zoom sign in page appears.

    Screenshot of the Zoom login page

  7. Select a method to authenticate to your Zoom platform and specify your login credentials.
    The permissions page appears.
  8. Review the requested permissions and click Allow.
    The Add New Integration dialog box in the Theta Lake Portal appears.
  9. In the Name text box, type a name for this integration.
  10. From the Groups drop-down list, select one or more Zoom Groups to capture Fax activity for.
  11. (Optional) To restrict capture to specific users, from the Supervision Spaces drop-down list, select one or more Supervision Spaces that include those users.
    You must create the Supervision Spaces and add the users to those spaces before you can select them.
  12. Click Next.
    The Save Integration dialog box appears.

  13. Click one of the integration creation options:

    • Save And Start — Save the configuration and start capturing media immediately.
    • Save And Don’t Start Yet — Save the configuration, but don’t start capturing media.

    The integration that you selected is added to your Theta Lake Workspace.

If you choose to wait to start capturing data, you can edit the integration configuration later to start the data capture.

After you complete the integration and start capturing data, Theta Lake connects to your Zoom Fax instance to retrieve chat communications and capture them in the Theta Lake platform. We store that record information in the Theta Lake platform, and process and analyze the records based on the policies that you configure in your Theta Lake Workspace.

You can view all of your ingested records in the Theta Lake Portal and review the communication details, as well as the risk score we’ve calculated for each record.

Each capture fax record has a file name that follows this convention:

  • Inbound fax — Fax From [sender number] to [recipient user name]
  • Outbound fax — Fax From [sender user name] to [recipient number]

Zoom Fax Metadata Attributes

When your Zoom Fax records are captured in the Theta Lake Platform, the following metadata attributes are included for each record.

  • FaxLogId
  • FaxId
  • Direction
  • FileId
  • Pages
  • Status

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