Zoom

Index the transcripts of Zoom cloud recordings

The Zoom connector indexes the transcript of each cloud-recorded meeting and webinar. Point it at meeting or webinar IDs, host emails, or a Zoom Group. With Sync with Zoom, each transcript is visible only to the people who can watch the recording in Zoom.

Before you begin

You need:

• An Onyx administrator account.
• A Zoom account on a Pro plan or higher, and a Zoom user who can build apps on the App Marketplace: the account owner, or an admin with the Server-to-Server OAuth app permission.
• Audio transcript turned on in Zoom’s cloud recording settings. Zoom only creates a transcript for recordings made after you turn it on.
• The Webinar add-on, if you index webinars.
• For permission sync, the Onyx Enterprise Edition.

Create a Zoom app

1. Build a Server-to-Server OAuth app

   Sign in at marketplace.zoom.us and open Develop → Build App. Choose Server to Server OAuth App and give it a name, such as “Onyx”.

   
2. Copy the credentials

   On App Credentials, copy the Account ID, Client ID, and Client Secret. Onyx needs all three.

   
3. Fill in the Information tab

   Enter a short description, your company name, and a developer contact. Zoom does not activate an app without them.

4. Add the scopes

   On Scopes, select Add Scopes. Search for each scope below, tick it, and select Done.

   

   Add these scopes:

   • cloud_recording:read:list_user_recordings:admin
   • cloud_recording:read:list_recording_files:admin
   • user:read:list_users:admin
   • group:read:list_members:admin
   • meeting:read:meeting:admin
   • meeting:read:past_meeting:admin
   • meeting:read:list_past_instances:admin
   • webinar:read:webinar:admin
   • webinar:read:list_past_instances:admin

   For Sync with Zoom, also add:

   • cloud_recording:read:recording_settings:admin
   • cloud_recording:read:list_recording_registrants:admin
   • user:read:user:admin
   • user:read:settings:admin

   All of them are read-only. Onyx never changes anything in Zoom.

5. Activate the app

   On Activation, select Activate your app.

   

Configure the connector in Onyx

1. Open the Zoom connector

   Go to Admin Panel → Add Connector and select Zoom under Meetings.

2. Pick the Zoom plan

   Under Zoom Plan, choose pro on a Pro account, or business_plus on Business, Education, Enterprise, or Partner. This sets how fast Onyx may call Zoom.

3. Add the credential

   Under Authentication Account, select New Zoom Account. Enter the Zoom Account ID, Zoom Client ID, and Zoom Client Secret from your Zoom app, then select Create.

   
4. Test the connection

   Select Start Checks. Onyx checks the credential and the scopes against Zoom and reports anything Zoom refuses.

5. Choose what to index

   Under Connector Content, fill in any of these:

   • Meeting IDs and Webinar IDs: the numbers from the session’s invitation, one per entry.
   • Host Emails: every recording these people host.
   • Zoom Group ID: every recording the group’s members host. Find the ID in User Management → Groups in the Zoom web portal.

   Turn off Include meetings or Include webinars to leave one session type out.

   
6. Choose who can see the transcripts

   Under Connector Settings, name the connector and set Document Access:

   • Everyone in Your Organization: every Onyx user can see every transcript.
   • Specific Groups: only the Onyx groups you name.
   • Sync with Zoom: each transcript is visible to the people who can watch the recording in Zoom. See Permission sync.

   
7. Set a start date and create

   Under Schedule, set Index Documents After. Without a date, the first run reads your whole recording history, which can take a long time. Then select Create Connector.

Permission sync

With Sync with Zoom, Onyx reads each recording’s Link access setting in Zoom and grants the transcript to the same people. The recording’s owner can always see it.

Link access in Zoom	Who can see the transcript in Onyx
Private to me	The owner
Only people with access	The owner. Zoom’s API does not share that list
Signed-in users in my account	Everyone
Signed-in users from specific domains	Users with an email address in those domains
Anyone with the link	Everyone

People who registered to watch a recording can see its transcript in every case. Onyx rereads the settings every 6 hours.

To limit every transcript to its owner instead of Everyone, turn off Treat link access as public in the connector settings.

Troubleshooting

Onyx cannot connect to Zoom

The error says Zoom refused to issue a token. Either the app is not activated, or one of the three credentials is wrong. Activate the app on its Activation tab, then copy the Account ID, Client ID, and Client Secret again.

The connection check reports a missing scope

The error names the scope Zoom denied. Add that scope on the app’s Scopes tab, then run the check again.

Webinars are not indexed

The host has no Webinar add-on, so Zoom refuses every webinar request. Assign the add-on in Zoom, or turn off Include webinars.

A host email is reported as an indexing error

Onyx found no active Zoom user with that email. Check the spelling, and check that the user is still active in Zoom. A deactivated or deleted user does not match.

A recording is in Zoom but not in Onyx

The recording has no audio transcript, or Zoom is still processing it. Turn Audio transcript on in Zoom’s recording settings; only recordings made after that get a transcript.

A colleague cannot see a transcript that is shared with them in Zoom

The recording uses Only people with access. Zoom’s API does not share that list, so Onyx grants the owner only. Share the recording with your account or a domain instead, or set the connector’s Document Access to Everyone in Your Organization.