Zoom Integration - Setup Guide


About

With Kaltura's Zoom integration, you can effortlessly upload and archive your meetings and webinars, keeping everything organized in one place. Recordings are neatly categorized, and you remain in control as the owner and host. Plus, you can easily collaborate by adding co-hosts. And don't worry about losing important details – transcription files and chat transcripts are automatically saved alongside your recordings in Kaltura.

The Zoom integration is available in the Zoom marketplace and can be found here: https://marketplace.zoom.us/apps/VqdWYBqSRg-G6y4GTVMnCQ

Prerequisites

Zoom prerequisites:

  • A paid Zoom account
  • Access to Zoom Cloud Recording

Kaltura prerequisites:

  • A KMC User ID, Partner ID, an Administrator Secret for an administrator to configure the integration.
  • A Kaltura user ID for end-users to set ownership of recordings in their Zoom profile.

Notes on administrator setup

  • Each Zoom account is linked to a specific Kaltura account for recording transfers.
  • The KMC user specified in Zoom's configuration screen is designated as the owner of all recordings transferred to Kaltura, unless individual Zoom users have input their Kaltura User ID in their Zoom Profile.
  • Consider creating a dedicated KMC user specifically for Zoom configuration settings. It's recommended to set this up before proceeding with the Administrator Setup process.

Zoom integration features

  • Ability to delete recordings from Zoom after the import.     
  • Import legacy content.     
  • Connect multiple recordings from the same session to multi-stream video.     
  • Select whether to upload Zoom transcription. 
  • Automatically publish imported content to a specific selected Category / LMS Category.    
  • Set the recording owner - based on the Zoom user ID or CMS User ID. 
  • Support for up to three Zoom accounts per Kaltura.

Set up Zoom integration

If you are using the legacy Zoom Kaltura Integration, please be certain to cancel and remove the legacy integration settings and enable the latest available Kaltura integration with Zoom from the Zoom Marketplace.

  1. Browse to the Zoom Marketplace website and login with your admin credentials.
  2. Search for and then select Kaltura.
  3. Click Allow to add the application to your account.
  4. To identify a user, you'll need to generate the integration code within the Kaltura Management Console and then paste it onto your Zoom initial setting page.
    The Authentication Screen displays.
    Authenticate/authorize with your Kaltura account credentials. For SaaS installations, the URL is https://kmc.kaltura.com/index.php/kmcng/login.
  5. Go to your KMC to get the Integration code.

Get Integration code 

  1. Login to the KMC and click the settings icon.
  2. Click the Integration tab.
  3. Scroll down to Zoom integration and click Generate Integration code. 
    The Integration Code is generated.
  4. Click Copy and Close.
    Once the code is copied, it's saved to the clipboard, and you'll see a confirmation message: 'Copied to the clipboard.' (For security, the code is intentionally blurred in this article.) 

    This code is temporary and can only be used once for setting up Zoom integration.

    Once you've entered the copied code into the Authentication Screen or initial setting page on Zoom, you can proceed to configure the Integration settings in the KMC.

Edit Zoom account information

In Zoom integration, you'll see a list of all Zoom integrated accounts.

1. Click on the relevant Zoom integrated account to open the Zoom account window where you can configure the settings.

2. Enter the settings information:

Default User ID - This User ID will be used if the Zoom host user ID does not exist in Kaltura and will become the default owner for uploaded recordings.

Zoom Category - Enter a category for Zoom meeting recordings and the Zoom web. 

Different categories may be selected for meeting recordings and webinar recordings. To publish Zoom Recordings to a Learning Management System (LMS) category, see Publishing Zoom Recordings to LMS Categories.

Zoom Webinar Category - Enter a category for Zoom Webinars to assign recordings from webinars to this category.

Settings - Toggle the desired settings:

    • Enable Integration - Toggle onto 'Yes' to enable the integration.
    • Enable Meeting Upload - When set to 'Yes', Zoom meeting recordings will be uploaded and automatically placed in the Zoom Category defined on this screen.
    • Enable Webinar Upload - When set to 'Yes', Zoom webinar recordings will be uploaded and automatically placed in one of the Zoom Webinar category defined in this screen.

Setting Owner for Recordings - Setting the owner of the recording can be done in two ways: based on Zoom user ID or based on CMS mapping (SAML mapping):

    • Create a new user if no match is found
    • Enable automatic deletion of files - Select whether to delete the content from Zoom after uploading to Kaltura. 

      When enabled, the content will be deleted after 1 day. The delay time can be updated in the Zoom drop folder, via Admin Console.

    • Enable transcriptions - Select whether to use Zoom transcription when uploading the content.

Based on Zoom user ID - How matching Zoom Users should be handled:

    • Do not Modify
    • Remove Postfix
    • Add Postfix

When choosing the Zoom User ID, the Zoom user ID is matched to a Kaltura user ID, and as a fall back, Kaltura also tries to match the user's email address. In some cases, users are defined in Zoom differently than they are defined in Kaltura. For example, Zoom may transfer the entire email address (e.g. first.last@company.com) and in some cases only the user name (e.g. first.last). This setting enables sync between Zoom users and Kaltura users by adding or removing a postfix (e.g. @company.com) or maintaining the same user ID as in Zoom.

Based on cms_user_id - If using SAML mapping in Zoom, Kaltura can also match the CMS user ID provided by Zoom mapping. How meeting participants should be handled:

    • Add as co-publishers
    • Add as co-viewer
    • Ignore Participants

Using the drop-down menus, Alternative hosts and co-hosts can be automatically added as co-viewer, co-publisher, co-editor, or co-editor & co-publisher. Meeting participants may be added as co-publishers, co-viewers, or only the host can be defined as the owner of the recording. This option applies to all meeting recordings. This option is only applicable when selecting to map user names through Zoom User ID.

3. After all the settings are defined, click Save to apply your configuration. 

For the first phase of the Kaltura Integration with Zoom you will need to:


- Disable the integration and then enable the integration again.


- Review and update the integration settings and Save.

You can use the 3 dots menu next to the relevant integration to:

  • enable / disable the integration
  • edit the settings (as shown below)

Auto-ingest based on groups

  1. In the Edit Zoom account screen, choose one of the following: 
    • Upload All Recordings (default)
    • Opt-in Groups
    • Opt-out Groups 
  2. If you choose Opt-in Groups or Opt-out Groups, an additional field displays where you must enter at least one group. If the user is a member of the configured group(s), the recording will be ingested. 
  3. If you choose Opt-out Groups, an additional field displays where you must enter at least one group. If the user is a member of the configured group(s), the recording will not be ingested. 

A Zoom-integrated account can be either opt-in or opt-out. Both configurations in parallel are not supported. 

For information on how to create groups and assign users to groups, see Managing Groups from the MediaSpace or KAF Admin Console. After the creation of a group, admins can find the groups in the KMC (by auto-completion). 

When setting a user, if the user doesn't exist and you choose to use the default user, @defaultUserID@ must be changed to assign the user to a group. 

Handling audio files        

If your Zoom account is configured to record an audio-only file, Kaltura will assign that recording as the parent video in a dual stream recording from Zoom. If you don't want this to happen, we recommend turning off audio-only recordings in Zoom (uncheck the box next to Record an audio only file, then click Save). 

Create Zoom recordings

Users in the configured account can now record their Zoom sessions, and the recordings will be seamlessly uploaded to Kaltura. Once the meeting concludes, the recording is automatically processed and synced to Kaltura, adopting the name "Zoom" followed by the Zoom ID for easy identification.

Recording layouts

Zoom allows admins to choose the recording layout for each session. If multiple layouts are selected, Zoom generates multiple recordings for the same session. In Kaltura, these recordings are automatically grouped together, appearing as a multi-stream recording in the interactive player. Check out Viewing Rich Media in the Kaltura Player for details. 

Zoom recordings in Kaltura 

  1. Under the Content menu, select Categories. 
  2. Locate the Zoom Category name that was assigned to your account.

View the entry’s metadata

In the entry details page, select the Users tab.

The following metadata displays:

  • Creator - Zoom host or default Kaltura user ID
  • Owner - Zoom host or default Kaltura user ID
  • Co-editors / Co-publishers (optional) - any alternate Zoom hosts.

  • Select the Metadata tab to view the Category information.
  • Category (optional) - top-level category as defined in the Zoom application.

The Description field includes additional information about the meeting such as the Zoom recording ID and meeting time. The meeting time is shown in Zoom event time (e.g. Z near time description means UTC/GMT zone).

Delete recordings

Delete a single entry

  1. Locate the Zoom category name that was assigned to your account.
  2. Check the entry you want to delete and select Delete from the 3 dots menu at the end of the entry line.

Delete multiple entries

Check the boxes next to the entries you want to delete and click the trash can icon.

Troubleshooting the installation

If the Kaltura integration was previously installed and configured on the Zoom side, it cannot be configured again. You won't be able to configure the app correctly by going directly to the "oauthValidation" page. You will have to uninstall and then reinstall the app again, as follows:

  1. Go to the Zoom Marketplace (https://marketplace.zoom.us/). 
  2. Search for Kaltura in the search bar.
  3. In the Kaltura app page, go to the bottom and click on "Uninstall".
  4. Go back to the top of the page and click on "Install" > Click on "Authorize".
  5. You will be redirected to the "oauthValidation" page. Input the integration code and leave the KMC URL part as is.
  6. Continue with the installation process.
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