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.

In this article you will learn how to create a Zoom collection and find answers to common questions for this connector.

Requirements

🗒 If you are interested in using the Zoom connector on your Onna private cloud instance, requirements may change. For further information, contact support@onna.com.


Create a Zoom collection

To create a Zoom collection:

  1. Browse to your Workspace and click + in the top right corner.

    🗒 You can also create a private collection from the My Sources section. However, if you want to move it to a Workspace later on, you will need to contact our support team.

  2. Select Zoom from the list of available applications.

  3. On the Add new Zoom dialog, enter the collection details and then click Continue as….

  • Enter a name for your collection. A common naming convention for eDiscovery purposes is to name it after the company or individual. For example, Onna VS Acmecorp.

  • Select one of the available sync modes. This connector supports One-time sync, Auto-sync and archive, and Auto-sync.
    🗒 When you select the Auto-sync mode, deleted chat content remains in Onna. This behavior is the same as when you select Auto-sync and archive.

  • (Optional) Set the sync dates. If you don’t set any date, Onna collects all meeting data available in Zoom and chat data available for the last 6 months.

🗒 If you already gave Onna access to your Zoom account, you can choose to continue as the account that is already authorized or click Switch account to connect with another account.

4. On the Add new Zoom: Configuration dialog, select what to sync and click Next.

5. On the Add new Zoom: Accounts dialog, add the users you want to collect data from using one of the options available, then click Next:

  • Add user accounts manually by entering their email addresses. Multiple addresses must be separated with a comma.

  • Select users from a list by clicking Load users > From list. If your collection is set to Auto-sync, you can also enable the option Sync newly created users. When you enable it, their data is added to the collection when Onna syncs with Microsoft Teams.

  • Load users from a CSV file by clicking Load users > From CSV. Your CSV file must have one email address per line.

🗒 If your collection is set to Auto-sync or Auto-sync and archive, you can also enable the option Sync any user account created in the future. When you enable it, content from any newly created user is added to the collection.

6. On the Add new Zoom: Channels dialog, choose the channels that you want to collect for each of the selected users. You can use the > button next to each user to display and select the teams and channels that you want to collect.

🗒 If your collection is set to Auto-sync or Auto-sync and archive, you can also enable the option Sync newly created channels. When you enable it, data from newly created channels from the selected user is added to the collection.

7. Click Done to finish creating the collection. As data is collected, you will start seeing it in your Onna account.

What’s next?

Now that you created the collection, there are a few things you can do:


Onna connector for Zoom FAQs

Here you can find answers to the most common questions about Onna’s Zoom connector.

What data can Onna collect from Zoom?

Onna collects the following data from Zoom:

  • Meeting data (only for Licensed users)

    • Scheduled meetings

      • (topic

      • meeting ID

      • participants

      • date

      • time

    • In-meeting public chats

    • Audio

    • Video

    • Transcripts (require Zoom Business or Enterprise license)

  • Chat data (for Basic and Licensed users)

    • Individual

    • Group

    • Channels

What is not collected from Zoom?

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

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

  • Instant meetings

  • Basic users' meeting data

What sync modes are supported?

The Zoom connector supports these sync modes:

  • One-time sync

  • Auto-sync and archive

  • Auto-sync

You can learn more by reading our documentation about sync modes.

What are known issues or limitations for the connector?

  • 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 must be recorded and saved to the cloud

  • Mirroring Zoom’s retention policies is not supported

  • Files that are shared in a chat session during a meeting can't be collected

Does Onna keep an audit log of the data collected?

Yes, Onna keeps an audit log of all the files, documents, conversations, and other resources collected. You can learn more by reading our documentation about audit logs.

Are recordings that are in Zoom’s trash collected?

Recordings that are in the Zoom’s trash can’t be collected.

Can I export data collected from Zoom?

Yes, you can export data and metadata in an eDiscovery-ready file format, such as DAT, CSV, or custom text file.

For instructions on how to create an export, we recommend reading our documentation about exports.

If you perform an advanced export, you can also select what data you want to export. The data Onna can export is:

Select…

…to export

Conversation > Conversation ID

The unique ID used to identify a conversation

Conversation > Conversation name

The name that describes a conversation

Conversation > Conversation type

The conversation type, which can either be a channel or a private conversation with two or more participants

Origin > Origin link for attachments

URL path where the attachment is located

Origin > Origin other metadata

Other Metadata that may be available for the file from the Zoom source, in JSON format

How can I search for the Zoom data collected by Onna?

There are many ways you can search for data in Onna. You can also enable searchable fields to get more relevant search results.

To know more about which searchable fields are relevant for Zoom, contact our support team.

Can Onna track edits and deletions for Zoom chats?

Yes, 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.

Keep in mind that Zoom’s API doesn’t allow to query deleted messages, so there’s no way for Onna to mark such change 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.

We’re currently working on a way to mark original messages as edited, when that happens.

What permissions does Onna require from Zoom?

To connect to your Zoom instance, Onna needs the following permissions:

  • View your chat history report

  • View all user information

  • View and manage all user recordings

  • View all user meetings

  • View all users' chat channels

  • View all users' chat messages

  • View all user roles

What are the rate limits for the Zoom connector?

All rate limits imposed by this connector come from Zoom.

Can I add several authorized connection for the same Zoom account?

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.

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