Zoom_ How to Connect and Collect

In this article:

• Zoom Overview

• Zoom Requirements

• How to Connect and Collect Using Zoom

• Zoom Considerations

• AI Meeting Notes

Zoom Overview

Zoom is a communication platform that offers meetings, chat, phone, webinars, and online events services. Onna uses Zoom’s API to collect data from your entire company’s Zoom account or from specific user accounts. Additionally, you can export the data collected in an eDiscovery-ready format. Below, you can learn more about how Onna’s Zoom connector works.

Zoom Requirements

In addition to enabling Zoom from your list of enterprise sources in the ‘Admin preferences’ section of your Onna site, the following requirements must be met to connect to and collect from Zoom.

• Cloud recording enabled (to collect in-meeting data).

• Access to authorized connection credentials in Onna. To learn more about how to set up and share an authorized connection visit the article, Creating and Managing Authorized Connections in Onna. In order to set up an authorized connection for Zoom, you will need log-in credentials to a Zoom service account set up with the Owner role.

How to Connect and Collect Using Zoom

Once you have the authorized connection credentials necessary you can set up a new sync by following the steps below:

Step 1

Navigate to the workspace where you want to set up your sync.

Inside that workspace click on the ‘+’ icon in the upper right corner of the screen to ‘Add source’.

Step 2

You will now see a list of all sources enabled for your organization. Find and select the ‘Zoom’ source.

Step 3

You’ll now define the basic information for your new sync, including:

1. The name of your sync (We will autofill this field with the name of your source, but you can change it)

2. The sync mode you’d like to use

3. The start date for your sync (Note: If you’re choosing a one-time sync you’ll enter an start and end date for your sync)

4. Once you’ve selected the right account select the blue ‘Continue as...’ button

Step 4

Next, you will select the content you want to include in the sync. To do so you will:

1. Select the type of ‘Meeting’ features you’d like to include in your sync.

2. Select the type of ‘Chat’ features you’d like to include in your sync.

3. Click the blue ‘Next’ button.

Step 5

You’ll now add the users you’d like to include in your sync. You can do this by either:

1. Manually adding users' email addresses. Or,

2. Loading users via a list or from a CSV by clicking ‘Load users’.

Step 6

If you select users from a list you will be directed to a screen where you can:

a. Select the users you want to include or click ‘Select all’ to include all users.
b. Click the blue ‘Next’ button (b).

Step 7

Your next step is to select the channels you want to include in your sync.

1. Select the channels from the list or click ‘Select all’ to include all channels.

2. To sync future channels that are added, make sure the option to ‘Sync future channels’ is checked.

3. Click the blue ‘Done’ button

Step 8

Your sync is now in progress and visible inside the workspace you added it to. See the article “How to Monitor Your Source Sync Status” to learn more.

Zoom Considerations

Connecting

• Only one authorized connection can be active for each Zoom account. Creating more than one authorized connection for the same Zoom account will cause the previous authorization to become invalid.

Collecting

• Onna doesn't collect the following data from Zoom:

  • Individual chats where one of the two users is inactive (didn’t send any message)

  • Reactions to chat messages

  • Recordings for meetings with only one participant

  • Recordings that are in trash

  • Webinars, polls, and private in-meeting chat messages (not sent to everyone)

  • Instant meetings

  • Basic users' meeting data

  • Files shared in a chat session during a meeting

• Onna can’t collect data from Zoom On-Premise deployments

• Onna can only collect chats within the last six months from the collection creation date

• Zoom meetings audio and video must be recorded to the cloud to be collected

• Mirroring Zoom’s retention policies is not supported

Searching

• Onna can track edits and deletions for Zoom chats. Since conversations are grouped by day, edits and deletions appear on the day the edit and deletion occurred.

• Zoom’s API doesn’t allow you to query deleted messages, so there’s no way for Onna to mark such changes on the original ones. For example, if a message is collected on January 1st, but the message is deleted on January 2nd, the message will show as deleted in the thread for January 2nd, but the message won’t show as deleted in the thread for January 1st.

AI Meeting Notes

Onna collects AI-generated meeting summaries produced by Zoom's AI Companion as part of your existing Zoom sync. No additional connector setup is required.

Once collected, meeting summaries become searchable within Onna along side your other Zoom data, giving your team fast insight into what was discussed, key points raised, and next steps, without needing to replay recordings or read through full transcripts.

AI Meeting Notes are available to users who need:

• Quick visibility into meeting outcomes across their organization

• Improved discoverability of collaboration data captured in Zoom

• A searchable record of conversations from Zoom meetings

Requirements

To collect AI Meeting Notes in Onna, the following must be in place:

1. An active Zoom data source already connected in Onna

   

2. Zoom AI Companion enabled on your Zoom account

   

3. The meeting host must have AI Companion enabled and active during the meeting

4. Cloud recording is not required for AI Meeting Notes — only the AI Companion feature

Note

AI Meeting Notes are collected as part of your standard Zoom sync. No additional configuration steps are needed within Onna once the above requirements are met.

What Gets Collected

When a Zoom meeting summary is available, Onna collects it as a dedicated resource linked to the corresponding meeting. The following content is ingested:

Note

Optional summary fields such as action item lists, overview sections, or edited summaries may not always be present, depending on what Zoom provides for a given meeting.

How AI Meeting Notes are Collected

AI Meeting Notes are ingested automatically during your Zoom sync. Here is what to expect:

1. When a summary is available: Onna collects it and stores it as a searchable resource linked to its parent meeting. You can find and search across AI Meeting Notes the same way you would any other content type in Onna.

2. When a summary is not yet available: Onna will automatically retry on subsequent syncs. Because Zoom's AI Companion can take time to generate a summary after a meeting ends, a brief delay before the summary appears in Onna is normal.

3. When a summary will never be available: Onna skips the meeting silently without affecting the rest of your sync. This applies to meetings that do not produce summaries. See the Considerations section below for specific cases.

In all cases, the meeting itself is fully collected regardless of whether an AI summary is available.

AI Meeting Consideration & Limitations

Delayed Availability

AI Meeting Notes may not appear immediately after a meeting ends. Zoom can take time to generate the summary, and Onna will retry automatically on subsequent syncs until the summary becomes available.

Meetings That Will Not Produce a Summary

Some meetings will never have an AI summary, and no summary will be ingested for these. This includes:

• End-to-end encrypted (E2EE) meetings

• Meetings without sufficient audio or transcript data

• Meetings where the required Zoom AI Companion permissions or scopes are not in place

Updates to Summaries

If a summary is edited in Zoom after it has been collected by Onna, the update will only be reflected in Onna on the next sync. Real-time updates are not supported.

Content Format

Summary content is ingested as plain text and is fully searchable within Onna. No additional formatting or parsing is applied.

Retry Limits

If Onna is unable to collect a summary after repeated attempts, the summary will no longer be retried and will remain unavailable for that meeting.