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Implementing Zoom Integration in the Video Platform

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YuJa Product Support
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Admins can enable automatic imports of Zoom Cloud recordings to the Video Platform by following this guide for step-by-step instructions on how to enable, disable, and manage Zoom integration on the Video Platform. 

Accessing the Zoom Integration Management Menu

Zoom integration is accessible through the Admin Panel’s Integrations tab.

  1. Open the Video Platform in a browser and log in as an admin.
  2. Click the Main Menu icon and select Admin Panel.
  3. In the left-side menu, select Integrations.
    The integrations page in the admin panel.
  4. Under Select Integration, choose Video Conferencing - Zoom.
    The Zoom option is shown in the select integration drop-down menu.

Implementing Zoom Integration in the Video Platform

The following instructions will guide an Administrator on how to enable Zoom Integration through the Video Platform Admin Panel. Before following the steps below, please ensure you have authorized the YuJa Enterprise Video Platform app from the Zoom app marketplace. To learn how, please visit Zoom's support guide.

  1. On the Zoom integration page, click the Authorize button.
    The Authorize button for the zoom integration is shown.
  2. When prompted, log in to the institution's Zoom account.
  3. If a message requiring you to authorize the YuJa Enterprise Video Platform for all users appears, click on the Approve for all users toggle to enable the Video Platform for all users.
    The approve for all users options is selected for for the integration.
    • Note: By following step 4, an email will be sent to all users in your institution notifying them of the approval. To prevent users from receiving this email, please uncheck the Notify when added user-level apps have updates option in your Zoom Email Notifications. To learn how, please visit the Zoom support guide on How to manage email notifications.  
  4. Click Allow to continue with the integration process. 
    The Allow button to confirm the integration is shown.
  5. Once finished, return to the Integrations menu in the Video Platform, refresh the browser, and access Video Conferencing - Zoom to confirm that the Zoom integration has been enabled.

Configuring Zoom Integration Settings

After implementing the Zoom integration for the Video Platform, you can use the Zoom Integration Settings to configure Zoom ingestion behavior.

The Zoom integration settings are shown.

  1. The following options are available on the Video Platform's Zoom integration page:
    • Enable Zoom Integration: Enables Zoom integration for the Video Platform.
    • Post-process Zoom Recordings: Generates transcodes for the video file, which can be used by viewers connected to slower networks.
    • Import Zoom Participants and Polls: Imports the Zoom meeting's participant list and polls with the recording.
    • Allow Zoom Date in Video Title Suffix: Add the recording date to the title.
    • Import Zoom LTI Pro meetings to Media Channel: Allows automatic uploading of instructors' recordings to their courses and makes them visible to students.
    • Default Zoom Folder Name: Specify the default name of the folder used to store a new user's Zoom recordings.

Managing Individual Users with Zoom Integration

The Manual Enrollment tool allows admins to link Zoom account information to an individual user’s account on the video platform and manage that linkage. For an individual user to upload Zoom content, their Zoom account must be linked to their account on the Video Platform. 

  1. On the Zoom integration page, select the User Provisioning tab.
  2. Select the Manual Enrollment tab. 
  3. Click Enroll User to link a user's Zoom account to the Video Platform.
    The user provisioning and mapping panel shows the option to enroll users manually.
  4. Choose the desired user on the Video Platform and select Yes.
    A modal to select a user to enroll.
  5. Once the user is added to the list, you can make the following adjustments:
    • Automatic Import: Allow automatic uploads from Zoom. 
    • Enable Auto Caption: Allow auto-caption generation for Zoom recordings uploaded to the Video Platform. Note: If Zoom has not provided a captioning file after eight hours.
  6. Click Save to save the changes.
    In the manual enrollment tab, a table shows option to enable auto captioning and imports for specific users.

Enabling Self-Enrollment for Authenticated Users

Admins can specify if authenticated Users can self-enroll in Zoom integration based on their Video Platform role.

The Zoom self enrollment options.

  1. On the Zoom integration page, select the User Provisioning tab.
  2. Select the Self Enrollment tab.
  3. Select Enable Self-Enrollment By Authenticated Users and select which roles may enroll by choosing from the following:
      • Allow IT Managers to Self Enroll
      • Allow Instructors to Self Enroll
      • Allow Students to Self Enroll
  4. Click Save to save the changes.

Using Bulk Enrollment Actions

Bulk Enrollments allow admins to enroll authenticated users by uploading a CSV file or by manually syncing enrollment with the Video Platform's authenticated Users.

The Zoom bulk enrollment options.

  1. On the Zoom integration page, select the User Provisioning tab.
  2. Select the Bulk Enrollment tab. From here, you can choose the following options:
    • Upload Zoom User Mapping: Upload a CSV file containing the email addresses needed to map Video Platform accounts to the appropriate Zoom account.
    • Perform Manual Sync Now: Enroll all authenticated users on the Video Platform based on their role in Zoom integration. 

Enabling Automatic Enrollment for Authenticated Users

Admins can also enable automatic enrollment for all authenticated Zoom users or specific Video Platform accounts.

The Zoom automatic enrollment options.

  1. On the Zoom integration page, select the User Provisioning tab.
  2. Select the Automatic Enrollment tab.
  3. Select Enable auto-import and user account provisioning to enable automatic Zoom integration enrollment for all Zoom authenticated Users, and then adjust the settings below.
      • All: All roles will have their recordings auto-imported.
      • Provisioning Scope: Select which type of role will have their recordings auto-imported.
        • Role Scope: Select the specific role that will have auto-import enabled.
  4. Select Save to save the changes.

Using Recording Preference Settings

Admins can determine which of their institution's streams imported from Zoom are either Primary, Secondary, or Hidden.

The recording preference options are shown for Zoom import configurations.

  1. On the Zoom integration page, select the Import Configuration tab.
  2. In the Recording Preference panel, click on the drop-down menu of Shared Screen View, Active Screen View, Speaker View, and Gallery View to select from the following options:
      • Primary
      • Secondary
      • Hide
  3. Click Save to save the changes.

Managing Zoom Meetings

Managing meetings allows admins to search for and find meetings associated with a Zoom Email and filter through a date range. Meetings may then be imported into the Platform to enable access and management through the Platform’s Manage Media capability.

  1. On the Zoom integration page, select the Import Configuration tab.
  2. In the Manage Meetings panel, enter a Zoom Email.
  3. Select a Date Range.
  4. Click Search Recordings.
    An email is entered and a date range is selected for Zoom's manage meetings setting.
  5. Select the cloud icon next to the video to download it. You can then import that Zoom meeting into the Video Platform.
    A list of available recordings are shown and can be selected for import.

Configuring the Zoom Recording Retention Policy

Specify a retention period to specify how long to wait after importing the recording to the Video Platform before deleting the Zoom recordings from the Zoom Cloud. Admins can use this setting to prevent deletion in the Zoom Cloud so the Video Platform can upload any metadata created by Zoom, including captions. 

The retention Policy option for Zoom shows the option to select how long to keep recordings.

  1. On the Zoom integration page, select the Import Configuration tab.
  2. In the Retention Policy panel, using the Retention Period drop-down menu, specify the number of days to retain a copy of the Zoom recording in the Zoom cloud after the video is uploaded to the Video Platform.
  3. Select Save to save the changes.

Identifying Failed Zoom Imports

The following instructions will allow admins to identify when a Zoom recording has failed to import to a user's account and the reason for the failure.

  1. Open the Video Platform in a browser and log in as an admin.
  2. Click the Main Menu icon and select Admin Panel.
  3. From the left-side menu, click Activity.
    The Activity tab is selected from the Admin panel.
  4. Click on Advanced Filter to open up additional filter options.
  5. Under Integrations, select Zoom Import Failed and click Apply to view all failed imports.
    the Advanced filter shows the option to select Zoom import failed.

Troubleshooting Zoom Integration

Zoom is automatically checked for new recordings by the Video Platform every 15 minutes or more, depending on overall upload volumes. If Zoom recordings in the Zoom Cloud are not uploading to the Video Platform as expected, it could be because the Zoom admin account or individual user account has certain settings turned on.

  1. On your Zoom account, turn off Only the host can download cloud recordings.
  2. On your Zoom account, turn off IP Address Access Control.

Uninstalling Zoom Integration in the Video Platform

The following instructions will guide an Administrator on uninstalling Zoom integration through the Video Platform's Admin Panel.

The Zoom integration setup page shows the uninstall button for the Zoom integration.

  1. On the Zoom integration page, select the Integration Setup tab.
  2. In the Set Up Zoom Integration panel, select Uninstall Zoom.
  3. In the Integration Settings panel, deselect Enable Zoom Integration.
  4. Select Save.

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