Zoom is an online conference/meeting product that allows people to hold and record online meetings, either scheduled or ad hoc. Echo360 now integrates with Zoom so these recordings can be automatically ingested by Echo360, and then shared to sections or other users.
Zoom integration is done through the Echo360 App now available on the Zoom Marketplace. The App simply works as an integration tool, connecting the Zoom account with the Echo360 institution.
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.
- Each Zoom account can be associated with one and only one Echo360 institution. This is because each 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.
- 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.
- Zoom meetings must be configured to record to the Cloud and NOT to the local machine.
Echo360 can pull the recordings from the Zoom Cloud once they are complete IF the Zoom Cloud Recordings are configured to:
- Allow Downloads
- Allow anyone with the link to download
- BE SURE that Only the Host can download cloud recordings is NOT checked.
The limitations of the Zoom integration are:
- Zoom hosts can stop and start a recording, which results in multiple recordings of the single session. Only the first recording will be copied. Users should pause the recording if necessary, or close and relaunch the meeting room to generate a new set of Zoom recordings.
- 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.
- 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, the recording will not be copied into Echo360
All 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 have 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.
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 automatic ingestion of the recordings into Echo360.
Cloud Recording Settings
After enabling cloud recording, you can change the following Recording Layout settings. These settings can be applied at an account, group, or user level.
- Record active speaker with shared screen: Record both active speaker view and shared content on the same video.
- Record gallery view with shared screen: Record both gallery view and shared content on the same video.
- Record active speaker, gallery view and shared screen separately: Select the layout types that you want to record as separate videos.
Echo360 does not recommend recording as separate videos as only a SINGLE view/video of the recording will be selected for ingestion.
So you wanna know the details! Ok then, here goes.
The Echo360 App is basically configured as 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 the My Content page of their Echo360 Home. 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 manually 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.