Uploading Documents from Zoom

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Everlaw's Zoom cloud connector allows you to filter your data by custodian and date range so that you can upload relevant Zoom meeting data and Zoom profile data.

Uploading data directly into Everlaw from your Zoom organization requires having the Zoom account role of Admin or Owner in your Zoom organization. You must also have Database Upload permissions. Additionally, due to limitations based on the Zoom API, your Zoom organization must have a Zoom Business or higher subscription. 

To learn more about how Everlaw handles third party data, please consult our privacy policy.

 

Uploading Data from Zoom

When uploading data from Zoom, there are multiple Zoom files that Everlaw can upload. First, profile documents. Profile documents are files that are created for each custodian you chose in the uploader. Profile documents are PDF files that contain information pulled from Zoom, such as name, email, Zoom profile picture, and a list of the meetings the user was a participant in or a host of. For more information on the family structure of Profile documents, please refer to the Viewing Data from Zoom section of this article. 

Secondly, you can upload Zoom meeting data. Meeting documents are PDF files that contain basic information on the meeting, such as the name of the meeting, time, participants, and host. Meeting documents are organized so that the meeting document attachments are the Zoom cloud files from the meeting, such as video, audio, transcripts, in-meeting chat, and closed captioning files. For more information, please refer to the Viewing Data from Zoom section of this article. 

To upload your Zoom data directly into Everlaw, navigate to the Uploads page and select Native Upload. From there, scroll down and select Zoom under “Collect from cloud application.” 

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Next, you will be prompted to sign in to your Zoom account. Please note that you must be a Zoom Admin or Owner of your Zoom organization in order to upload data directly from Zoom into Everlaw. Users who are not Zoom Admins or Owners do not have access to Zoom profiles and meeting information across members of their organization and as such, will not be able to use the Zoom cloud connector.

To sign in, you can use email, SSO, Apple, Google, or Facebook. 

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Then, you will need to accept the associated Everlaw permissions request for your Zoom account.  By accepting, you are giving Everlaw permission to collect and upload the relevant Zoom cloud data you have selected, such as your Zoom user profiles and meeting data, including meeting recordings. 

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Once you have connected your Zoom account and Everlaw, you will be able to configure your upload in Everlaw.

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An upload wizard will appear allowing you to select Custodians to collect from. Custodians are the users in your Zoom organization. You can filter this list by custodian name or email.

Selecting a user as a custodian means that you will upload their Zoom user profile and all the Zoom meetings they have been a host or participant of, including any meeting recordings and data. This means that if you are only interested in the meetings a specific person, such as John Doe, took part in, you can choose only "John Doe" as the custodian to receive all meetings that John Doe took part in or hosted. Additionally, the users you select will be labeled as the Custodian in the metadata of the associated meeting files. For example, if you chose to only select John Doe, then he would be listed as the Custodian for all the meeting documents that John Doe hosted or took part in. 

If multiple users participated and/or hosted a Zoom meeting, the user listed as the Custodian will be the first user based on Zoom’s order of participants; please see Zoom’s documentation on the order of participants here for more information. All other custodians will be listed under All Custodians. You can select individual custodians or select all custodians on a single page by checking the box at the top of the table.

After you have chosen your custodian(s), click Next to move on to the Date range selection step. In this step, you can choose to only import Zoom meeting data within a certain time frame. If you do not specify a range, all Zoom meeting data associated with your selected custodians from the past six months will be uploaded. Due to Zoom API limitations, only data from the last six months is available. 

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The final step in this upload wizard shows you a summary of your choices. This summary will show your selected custodians and date range. If your selections are correct, click Continue.

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Once you click Continue, you will be taken to Everlaw’s native data upload wizard. Here, you can name your upload and choose which projects to upload the data to. It should be noted that Zoom data cannot be deduplicated upon upload. Additionally, Zoom uploads will all have upload timezones set to UTC; this is due to the fact that Zoom files have UTC formatted metadata. For more information about these upload settings, read this section of the Native Data Uploads article.

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On the Custodians step, you will be able to edit the names of any of your custodians to how you would like them to display in Everlaw.

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Your upload will be represented as a card on the Native Data page, as well as in the Document Sets column of your home page. You can find the details of your Zoom upload configuration, such as the custodians and date range, in the Transferring page on the upload card.

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For more information about upload cards, please see this Knowledge Base article on managing native uploads.

 

Viewing Data from Zoom

A Meeting document is present for all Zoom meetings. The document contains high-level meeting information such as the name, date, host, and a list of the participants. Meeting documents can be found through selecting ‘Meeting’ under the Type search term. 

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In the context panel for Meeting documents, the names of the hosts and participants will be linked as linked documents. For participants and hosts that have been uploaded as custodians, you can navigate to their Profile document from linked documents. 

If the Zoom meeting had cloud recording data, the associated meeting recording files will appear as attachments, with the Meeting document being the parent and any video, audio, transcripts, in-meeting chat, or closed captioning files being the children. We recommend grouping Zoom data by attachments in the search results table and using the file path explorer in the context panel of the review window to navigate to attachments as well. It should be noted that due to how audio files are packaged by Zoom, audio files will be typed as ‘Video’ on Everlaw. All Zoom date and time Everlaw metadata will be formatted in your project’s timezone; Source metadata fields will be in UTC due to the fact that Zoom data has UTC-formatted metadata. 

Similar to how all Zoom meetings have a Meeting document, all uploaded Zoom custodians have a Profile document. This document contains information such as their name, email, profile picture, and a list of the meetings they hosted and attended. 

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Profile documents are not attachments to Meeting documents, but similar to Meeting documents, the linked documents view in the context panel shows all Zoom meetings the user has hosted or participated in. You can navigate to and from Meeting documents through this view, and from Meeting documents you can navigate back to Profile documents. If the user has a profile picture, this will be uploaded as an image attachment to the Profile document. 

 

Removing Everlaw from your Zoom applications

1) Login to your Zoom Account and navigate to the Zoom App Marketplace.
2) Click Manage >> Added Apps or search for the "Everlaw" app.
3) Click the "Everlaw" app.
4) Click Remove.

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