Echo360 provides integration with the Zoom video conferencing platform. This means that recordings saved to the Zoom cloud can be automatically ingested by Echo360. These recordings are then added to the logged in host's media library, where they can be shared to courses, groups, embedded into LMS/VLE windows or shared individually with other users.
Zoom integration is done through the Echo360 App available on the Zoom Marketplace. The App simply works as an integration tool, connecting the main Zoom account with the Echo360 institution. As long as your Zoom users have the same email address as their Echo360 account, each user's recording can be properly associated, appearing in their media library.
Zoom meetings also have their own "source" category as well, so administrators can filter the captures list by Zoom Meeting to find those recordings specifically.
The Zoom Meeting source categorization applies to Zoom Meetings that are ingested beginning with the June 30/July 1 release of Echo360. The category is not back-applied to Zoom meetings that occurred before then. Previous recordings are still listed as "Upload" in the Captures list.
Requirements and Limitations
The requirements for a Zoom integration are:
- The integrated Zoom account MUST be a paid Zoom account (Pro, Business, Education, API, or Enterprise plan); Zoom Free accounts will not allow for this type of integration.
- Your Zoom account users MUST have email addresses that match their email address in the Echo360 institution. If there is not a matching user, Echo360 will not copy the recording from Zoom.
- IF your Zoom integration uses email addresses that differ from those used by Echo360, have your Instructors and Teaching Assistants add the alternate email address to their Zoom settings profile
- Zoom meetings must be configured to record to the Cloud and NOT to the local machine.
NOTE: Echo360 does not REMOVE recordings from the Zoom Cloud. Echo360 simply ingests the recordings to users' libraries, meaning they will be resident in both places until removed. For this reason you may want to adjust your recording retention settings in Zoom to reduce storage.
- Zoom Cloud Recordings must be configured to:
- Allow Downloads
- Allow anyone with the link to download
- BE SURE that Only the Host can download cloud recordings is NOT checked.
See below for the other recommended settings and priority order for Echo360 ingest of Zoom recordings. As an administrator of the Zoom account, you can set these at the account level as defaults, to reduce potential for user configuration error.
The limitations of the Zoom integration are:
- While multiple parts of a meeting (part 1/3, part 2/3 and part 3/3) will be ingested into Echo360, they are still separate files/recordings; they are not "stitched" together. This applies to instances where the recording was stopped and restarted multiple times WITHIN a meeting instance.
- Echo360 can only ingest ONE of the recording file types, even if multiple file types exist for each meeting. For example, there might be an MP4 (video) and an M4A (audio) file generated by Zoom separately, but Echo360 will pull only one of those. See below for the recording type order used by Echo360.
- Zoom meetings greater than 8 hours will not be copied into Echo360. Those must be manually downloaded/uploaded into Echo360 if appropriate.
- Zoom recordings greater than 5GB will not be copied into Echo360. Those must be manually downloaded/uploaded into Echo360 if appropriate.
- Each Zoom account can be associated with one and only one Echo360 institution. This is because each main Zoom account can only have ONE Echo360 app installed. However, each Echo360 institution can be associated with multiple Zoom accounts. For example, different schools within a university may have their own Zoom Education accounts. In this case, each of those accounts can have their own Echo360 app, all integrated with the university's single Echo360 institution.
- As stated in the requirements list, if the user making the Zoom recording (meeting host or owner) does not have an email address that matches their Echo360 email address or a configured alternate Zoom email address, the recording will not be copied into Echo360.
Integration configuration is on the system side and must be done by the Echo360 Admin and Zoom Account Admin. If you really want to know the details of how it works, see How Zoom Integration Works at the bottom of this page. Also be sure to refer users to the Zoom Integration for Instructors and Students article, to ensure they are aware of the integration and what they may need to do to make it work (depending on the Zoom configuration, very little).
This video provides a quick (less than 1 min) overview of the procedural steps shown on this page for Zoom integration. After configuration, see Step 3: Enable Cloud Recordings of Zoom Meetings below, to ensure your Zoom account users' meetings can be recorded to the Zoom cloud.
Step 1: Generate Zoom Configuration Token
The Echo360 configuration is simply to generate a Zoom Token to use in the Echo360 App in Zoom. The token authorizes Zoom to copy recordings into Echo360 and identifies the institution to which the recording belongs.
To generate a Zoom configuration token
- Log into Echo360 as an Admin.
- Click the Settings icon in the top right corner (it looks like a gear)
- Select Configurations.
- On the left, click Zoom configuration.
- Click Add configuration from the top of the page.
The Create Zoom Configuration dialog box appears.
- Give the configuration a name. If you are integrating a single Zoom account, you can simply identify this as the Zoom account. If you have multiple Zoom accounts, be sure to name the configuration appropriately.
- Click SAVE.
The configuration entry appears with the Name and a Configuration Token. Select and copy the token value for the next procedure.
Step 2: Install and Configure the Echo360 App
As stated above, the Echo360 App for Zoom is simply an integration, and NOT an "app" in the more common sense of the term. When you "install" the Echo360 app for zoom, you are simply adding the app and its integration capabilities to your Zoom account.
To install/configure the Echo360 app for Zoom
- From the Echo360 Zoom configuration page, click the Zoom Marketplace button in the top right.
- Log into your Zoom account as a Zoom account administrator.
- In the Echo360 App page that appears, click Install on the top right (if necessary).
- When prompted, paste the Zoom configuration token copied from Echo360.
- Complete installation/configuration steps as requested by Zoom.
If you want to ensure that future Zoom recordings by your account users are recorded to the Cloud instead of locally, consider setting Record to Cloud as the meeting default in Zoom (see Step 3 below). Recordings to the local machine cannot be automatically uploaded to Echo360 via this integration. Users can manually upload these recordings if appropriate.
Note that existing recordings in the cloud will NOT be ingested by Echo360; only newly generated Zoom cloud recordings will have automatic upload applied to them.
Zoom administrators may want to configure your account so that all Zoom recordings are automatically recorded to the Cloud (which allows Echo360 to retrieve the copy automatically). There is also an option to lock the Cloud setting so that users cannot change it to record locally.
Individual Instructors and Teaching Assistants can also "opt out" of the automatic meeting ingestion. So you as the administrator can set all Zoom recordings to be recorded to the cloud for automatic ingestion, but Instructors and Teaching Assistants can restrict Echo360 from retrieving THEIR meeting recordings as needed. This is done through each users' Account settings page.
To enable (and/or force) cloud recordings of Zoom meetings:
- Log in to your Zoom account as an administrator.
- Click Account Settings.
- Navigate to the Recording tab and enable (or verify) the Cloud Recording setting.
- Verify that Cloud Recording are set to:
- Allow Downloads
- Allow anyone with the link to download
- The setting Only the Host can download cloud recordings MUST NOT be checked
- (Optional) To make this setting mandatory and un-editable by users in your account, click the Lock icon then click Lock to confirm the setting.
Users initiating new Zoom meetings or engaging in scheduled ones will now have their recordings automatically posted to the Cloud (or will have the option).
Recording to the cloud is required for Echo360 to automatically obtain the recordings.
Cloud Recording Settings and Order of Ingest
Zoom Cloud recording has several options for recording settings, as shown in the below figure. Be sure you have Cloud recording enabled or Echo360 cannot retrieve the recordings.
For the normal two-channel "speaker view with display/shared screen" experience, be sure to enable Record active speaker with shared screen option. This is enabled in the below figure.
While the shared screen with speaker view is the one normally selected, you can select others. Echo360 has a priority level for retrieving these recordings from Zoom, in that we only pull in one type for each meeting recording. That priority is:
- Shared screen with speaker view: MP4 file with audio and video showing both active speaker view and shared content
- Shared Screen: MP4 file with audio and video showing the shared screen only
- Shared screen with gallery view: MP4 file with audio and video showing both gallery view and shared content
- Active Speaker: MP4 file with audio and video showing the active speaker view only
- Gallery View: MP4 file with audio and video showing the gallery view only
Finally, Echo360 WILL retrieve multiple parts of a single meeting instance. This means that if the meeting recording has to be stopped and restarted, either by accident or because of technical issues for users, Echo360 sees that the meeting has separate parts and will pull all parts (of the same recording type). For example, a class recording has three parts; Echo360 sees Part 1/3, Part 2/3, and Part 3/3 and pulls all three recordings, processes them and places them in the host's library.
If you have enabled "Record active speaker, gallery view, and shared screen separately", be sure you ALSO have one the above-listed options enabled. Echo360 can only pull a single recording type for any given meeting. If you are recording the speaker, gallery view, and shared screen separately, the ingest will have only ONE of these three recordings.
So you wanna know the details! Ok then, here goes.
The Echo360 App is basically a "listener" in Zoom. Whenever a cloud recording is complete for a Zoom account where an Echo360 App is installed, Zoom sends the Echo360 app a message with "Hey, there's a completed recording here." This is why only cloud recordings of Zoom meetings will work.
The Echo360 app knows what institution it needs to be talking to because of the Zoom Configuration token. The Echo360 app looks at the recording, and looks at the Zoom account the recording is associated with (the Zoom user logged in or to whom the meeting belongs). If that account has the same email address as a user in the Echo360 institution, the app pulls the recording and uploads it into Echo360, with that user as the owner of the media. That user will see the recording in their Echo360 Library. Admins can, as always, see all recordings in their institution.
If the app cannot find a matching user-email address in the institution, it will ignore the recording. Users can download the Zoom recordings and upload them into Echo360 if appropriate. This means that if your Zoom users have generic Zoom logins they use, rather than ones specific to them, you will want to create corresponding users in Echo360 (using the generic login email address) to 'receive' these recordings. As an Administrator you may need to change the ownership to an actual Echo360 user, or publish the recordings on request, if the generic user(s) are not actual people.
Finally, as stated earlier on this page, Echo360 can pull only one type of recording for each meeting, and uses the priority listed above. If the meeting has multiple "parts", Echo360 will ingest all of the parts of the single meeting, of the same type. So if a meeting recording was stopped and restarted DURING THE SAME MEETING INSTANCE, all recorded parts are pulled into Echo360 for that user. Those parts are not consolidated; they exist as separate files/media in Echo360.