⚠️ Pre-release documentation. Steps to configure and features may change based on feedback or additional improvements prior to general availability.
MyComplianceOffice Archive is a Zoom Marketplace App that can be used to capture Zoom Meetings and Zoom Phone when properly configured. This document describes the steps to configure both the Zoom Account and the MCO eComms Account.
The steps are broken into the following high level activities:
Pre-requisites
The following should be in place before attempting to complete this configuration.
Archiving enabled in your Zoom Account. This feature requires special enablement by Zoom Support. Contact Zoom Support with your Account Name and Account Number which can be found under Account Management in the Zoom Admin portal.
Zoom user with Admin level permissions able to Add account level apps and manage account settings.
Zoom support enabled without your MCO eComms application. Contact Customer Support if this is not yet turned on in your account.
MCO eComms users with Admin level permissions.
Zoom Meeting users must be Licensed Users to enable Automatic Cloud Recording. Basic Users have insufficient privileges.
Add the MyComplianceOffice Archive app to your Zoom account
The following steps are used to Add the Zoom Marketplace App to your Account. Once added, you will be able to set archive and recording settings such that communications will be captured to Zoom and made available to MCO eComms to periodically download for archival purposes.
Navigate to https://marketplace.zoom.us/
Sign In using your Admin user credentials
Search for MyComplianceOffice Archive and view it.
Click the
Addbutton, review scope and other disclaimers, thenAllow.
April 1, 2024 Update: Until the App is available in the Marketplace, customers may request a direct access link from MCO.
Configure Zoom Archiving and Recording settings
There are several steps and options when configuring Zoom Settings and choosing some of these will be up to your specific organizational requirements, while others are critical for the software to function. The following steps will focus on the minimally required settings.
Configure Zoom Meetings Settings
Capturing Zoom Meetings requires two different recording features of Zoom to be enabled. Zoom Archiving is used to capture audio and video recordings, as well, as metadata of every meeting. While Zoom Cloud Recording is used to capture audio transcriptions.
Login to Zoom.us using your Admin user account
Enabling Zoom Archiving for desired Group(s)
Navigate ADMIN > User Management > Groups and select a Group for archive capture
Under Meeting > In Meeting (Advanced) locate the Archive meetings and webinars setting and enable it. Then lock that setting to prevent overriding changes.
Select which type of events to archive, such as Meetings and Webinars.
Minimally select to include the following content options: Video and shared screens (mp4), Audio (m4a), Messages sent in in-meeting chat (txt), Include sender's email address (or a unique ID if the user has not signed in).
Set the retention period for archiving content as desired. This setting only applies to how long archived content is stored on Zoom Archive storage. It does not impact retention period on MCO eComms. While you can adjust this as low as 1 day, we recommend keeping it to a minimum of 3 days.
Several additional settings are optional and impact user experience, such as archiving notifications at the start of meetings.
Enable Automatic Cloud Recording for desired Group(s)
Navigate ADMIN > User Management > Groups and select a Group for cloud recording capture.
Under Recording tab locate the Local recording option and disable it. This is a prerequisite to enabling automatic cloud recording. Lock the setting.
Under Recording tab locate the Automatic recording option and enable it. Set the recording location to Record in the Cloud. Then lock the setting to prevent overriding changes.
Ensure that the option to allow Host can pause/stop the auto recording in the cloud is disabled.
Locate Delete the cloud recordings after a specified number of days and enable this option. Lock it to prevent changes.
Next specify how long to retain these recordings for. We recommend matching the Archive retention period and not setting below 3 days.
Additional cloud recording settings are optional based on organizational preferences and policies.
Map Zoom Meetings User Accounts into MCO eComms. (Instructions).
Note: The above instructions assume a subset of users will need to be archived. If all users are meant for archiving then similar settings can be applied at the account level using Account Management > Account Settings.
Configure Zoom Phone Settings
The following settings are the minimum required to enable capture of phone call data for archiving purposes. Multiple additional options exists that can be configured based on desired call behavior.
Login to Zoom.us using your Admin user account
Enable Zoom Phone recording for desired Group(s)
Navigate ADMIN > User Management > Groups and select a Group for archive capture
Under Zoom Phone > General locate the Automatic Call Recording and enable it. Then lock that setting to prevent overriding changes.
Under Advanced Settings check the box Allow call recording transcription to enable automated call transcriptions to be created.
Map Zoom Phone User Accounts into MCO eComms. (Instructions)
Note: The above instructions assume a subset of users will need to be archived. If all users are meant for archiving then similar settings can be applied at the account level using Account Management > Account Settings.
Connect your MCO eComms account to your running app
Using an MCO eComms Admin user account that also have permission to add Zoom Marketplace Apps to your Zoom account, follow these instructions:
Login to https://guide.fairwords.com using your Admin user account
Navigate to Settings > Integrations
Locate the Zoom Integration option and select the
...menu and choose the Connect option.
The app will redirect you to the MyCompliance Archive App screen to Add the application to your Zoom Account. Select Allow.
You will be redirected back to the MCO eComms Integration pages. Select the
...menu and note it should report back Connected status. You have successfully connected your MCO eComms account with your Zoom account.Immediately upon connecting, the application will begin to download any Meetings or Phone calls from the prior 24 hours.
Use Fetch Meeting or Fetch Phone Recordings to manually retrieve meetings from the last 24 hours.
Mapping Users to Zoom Meetings participants
Mapping users to their Zoom Meetings user email addresses is critical so that eComms can know how to handle their communications. Prior to mapping the users, eComms will not archive or monitor any captured meetings and they will not be available in the eComms application.
Users are mapped to communication sources using Sources mappings configured on their user profile.
To add Zoom Meetings mapping to a user profile.
Sign in to MCO eComms as a Admin user.
Navigate to Settings > Users page to locate specific users for mapping.
Open a user profile by clicking edit (pencil icon).
Locate the Sources section. Select the
Editbutton to enter editing mode.Select
Add Sourcebutton to insert a new mapping record.Select the Zoom Meeting in the Source name column and enter the users' email address in the Unique Identifier field they are identified with inside Zoom Meetings. Click the ✔︎ check button when done editing the row to save.
Add additional source identities as required.
Click
Savebutton when done to save the mapping.
Immediately after adding this user source mapping, newly arriving Zoom Meetings recordings will be mapped to this user. Once mapped all retention and detection policies associated with this user will be applied moving forward.
Important! New source mappings will update existing messages and alerts in the account for search and display reference purposes. However, they will not retroactively apply retention and detection policies to messages already in the application.
Mapping Users to Zoom Phone participants
Mapping users to their Zoom Phone user extensions is critical so that eComms can know how to handle their communications. Prior to mapping the users, eComms will not archive or monitor any captured phone calls and they will not be available in the eComms application.
Users are mapped to communication sources using Sources mappings configured on their user profile.
To add Zoom Phone mapping to a user profile.
Sign in to MCO eComms as a Admin user.
Navigate to Settings > Users page to locate specific users for mapping.
Open a user profile by clicking edit (pencil icon).
Locate the Sources section. Select the
Editbutton to enter editing mode.Select
Add Sourcebutton to insert a new mapping record.Select the Zoom Phone in the Source name column and enter the users' Extension (Ext.) in the Unique Identifier field they are identified with inside Zoom Phone. Click the ✔︎ check button when done editing the row to save.
Add additional source identities as required.
Click
Savebutton when done to save the mapping.
Note: Zoom Phone account are mapped using the Line # as this is consistently mapped to phone users no matter which phone number they are calling from or receiving on the service. Zoom Phone provides users flexibility to make and receive calls across multiple phone numbers.
Immediately after adding this user source mapping, newly arriving Zoom Phone recordings will be mapped to this user. Once mapped all retention and detection policies associated with this user will be applied moving forward.
Important! New source mappings will update existing messages and alerts in the account for search and display reference purposes. However, they will not retroactively apply retention and detection policies to messages already in the application.
Removing MyComplianceOffice Archive app from your account
Removing the app from your MCO eComms and Zoom accounts will disconnect the data capture service from continuing to collect new communications into your archive. It will not remove any previously captured communications as those are subject to your specific retention policies applied.
Disconnecting MCO eComms account from your Zoom account
Since your MCO account can only be connected to a single Zoom account at a time, it may sometimes be necessary to disconnect your account from one account and reconnect to another alternate account.
The steps to disconnect your account are:
Login to https://guide.fairwords.com using your Admin user account
Navigate to Settings > Integrations
Locate the Zoom Integration option and select the
...menu and choose the Disconnect option.
After disconnecting your Zoom Marketplace App will remain in your account with all the account and group settings continuing to be in effect.
Removing MyComplianceOffice Archive from your Zoom account
If you intend to fully remove the app from your Zoom account then follow these instructions:
Login to your Zoom Account and navigate to the Zoom App Marketplace.
Click Manage >> Added Apps or search for the "MyComplianceOffice Archive" app.
Click the "MyComplianceOffice Archive" app.
Click Remove.
Remember to disable Archiving and Automatic Cloud Recording settings still in effect within your Zoom Account to complete the process.