Overview

The following document provides instructions for you to integrate Acclaim Solaria with Zoom.  This integration allows you to:

    •    Automatically schedule Zoom meetings for a job using a conference room.

    •    Automatically update the Zoom meeting as associated details change on a job (such as when the job is rescheduled).

    •    Automatically delete Zoom meetings when a job is canceled.

    •    Download audio recordings, video recording links, timestamp files and audio transcripts to jobs (if also integrating with ServiceLink).

Note: This requires a Zoom account with the paid “Pro” or higher plan.

Steps to Set Up Zoom

Add Zoom App

You will need to create an app in Zoom in order for Solaria to call your Zoom account. Do the following after logging into the Zoom.com website:

    1.    In menu on the left side of the page, select Admin ► Advanced ► App Marketplace.

    2.    Select Develop ► Build Server-to-Server App in the drop-down menu in the top right corner of the page.

    3.    It will prompt you for a name to give the application.  Enter a name such as “Acclaim Solaria” then click on Create.

    4.    Follow the wizard to enter information about the application.  Copy the following information from the page that you see to Notepad or another location.

        •    Account ID

        •    Client ID

        •    Client Secret

    5.    Click on Continue.  The “Information” page will display. 

    6.    Enter your Company Name, Name and Email Address then click on Continue.  The “Feature” page will display.

    7.    Click on Continue.  The “Add feature” page will display.  Nothing needs to be done on this page.

    8.    Click on Continue.  The “Scopes” page will display.

    9.    Click on + Add Scopes and select the following scopes (these names must match EXACTLY):

Meeting

View all user meetings

meeting:read:past_meeting:admin         View a past meeting                

meeting:read:meeting:admin                 View a meeting                

meeting:read:invitation:admin               View a meeting's invitation                

View and manage all user meetings

meeting:update:meeting:admin            Update a meeting                

meeting:delete:meeting:admin             Delete a meeting                

meeting:write:meeting:admin               Create a meeting for a user                

________________________________________

Recording

View all user recordings

cloud_recording:read:list_recording_files:admin      Returns all of a meeting's recordings.                

cloud_recording:read:list_user_recordings:admin    Lists all cloud recordings for a user.                

________________________________________

User

View all user information

user:read:user:admin            View a user                

user:read:list_users:admin     View users                

10.    Click on Continue.  A page will display showing “Your app is ready for activation”.

11.    Click on Activate your app.

Enter Zoom Settings

Update your Zoom settings so that when meetings are automatically created by Solaria, they will use the defaults that you want.  Solaria will set the meeting topic, date, time, time zone, duration and recording to the cloud.  All other settings will come from your defaults, including which types of recordings are saved.

Do NOT use a Personal Meeting ID for your meetings.  All meetings must use a generated unique meeting ID.

If you do not want to use a waiting room for your meetings, be sure to disable this feature and lock it from the admin settings. 

To enable or disable Waiting Room for all users in the account: 

    1.    Sign into the Zoom web portal as an admin with the privilege to edit account settings.

    2.    In the navigation menu, click Account Management then Account Settings.

    3.    Click the Meeting tab.

    4.    Under Security, click the Waiting Room toggle to enable or disable it.

    5.    If a verification dialog appears, click Enable or Disable to verify the change.

    6.    Click Edit Options to specify Waiting Room options.

    7.    To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the              setting.

To enable the recording of audio transcripts (VTT files) for users in the account:

    1.    Sign into the Zoom web portal as an admin with the privilege to edit account settings.

    2.    In the navigation menu, click Account Management then Account Settings.

    3.    Click the Recording tab.

    4.    Locate the Cloud recording setting and verify that it's enabled. If the setting is disabled, click the toggle to enable it. If          a verification dialog appears, click Enable to verify the change.

    5.    In the Advanced cloud recording settings section, check Create audio transcript to enable it.

        Note: If you don't see this setting, verify that you meet the prerequisites for this feature.

    6.    If you want to download VTT files into Solaria, check Save closed caption as a VTT file. 

    7.    To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.

Turn On Zoom in Solaria

System Preferences

In the Solaria application, do the following to turn on the integration with Zoom:

1.    Select Settings ► System Preferences ► Interfaces tab ► Zoom Meetings section.

2.    Check Integrate with Zoom.  Please read the red message that displays.

3.    If you want meetings to automatically record in the cloud, check Set Meetings to Auto Record to Cloud.  If you uncheck this and meetings are recorded locally, Solaria will not be able to automatically download the recordings when the meeting is done.

4.    If you also integrate with ServiceLink, you will see additional dropdowns to select the audio recording file type, video recording file type and the tag sheet (timestamp) file type.  These are all optional.  The Zoom audio recording, video recording link/file and tag sheet files are downloaded from Zoom at the same time that a fetch is done for ServiceLink.  You may need to add new files types for this.

• The audio recording, VTT file and timestamp files will be downloaded, attached as files on the related job, then   uploaded to ServiceLink.
• If you have "Download Video Links" selected, the video recording link will be added to the related job in Solaria as well as in ServiceLink.  Opening it will open a browser to where the video can be played.  (No physical file is downloaded.)
• If you have "Download Video Files" selected, the video recording files will be downloaded, attached as files to the related job, then uploaded to ServiceLink. 
• If you choose a Zoom VTT file type, Solaria will wait until the VTT file is saved on the Zoom meeting before it downloads the other files, i.e. it is required.  Be sure you have turned on Save closed caption as a VTT file in your Zoom account.
• All file types will use the standard rules on the file type setup to determine if any users get automatic access to the files.

5.    Click on Save Changes.

Companies

For each company in Solaria, you will need to enter the Zoom app credentials that you copied from the first step in this document and turn on Zoom for any conference rooms that should automatically create Zoom meetings when used on jobs.

1.    On the Company maintenance window, click on the Zoom tab.

2.    Enter the Zoom Account ID, App Client ID and Client Secret from the Zoom app created.  (These can be different for each company if you have more than one Zoom account; however, you will need to create a Zoom app on each Zoom account.)

3.    Click on Verify to make sure these are correct.

4.    Add or edit a conference room that should be associated to a Zoom meeting.  Check Uses Zoom then enter the user email address of a user under your Zoom account.  The user must have a paid subscription because the free user accounts cannot use the Zoom app.

5.    Click on OK to save the conference room.

6.    Click on Save Changes to save the company.  Repeat this for all companies as needed.

Standard Report Text

Zoom meeting topics will be generated for you.  Two formats have been predefined for you; however, you can customize these in Settings ► Standard Report Text.

Enter the text and fields you want to use for the Zoom meeting topic in Format 1.  If you choose a field that may not be populated on all jobs, you can enter alternate text to use in Format 2.  Solaria will use that if a field in Format 1 is found empty.  Limited field codes are available for the meeting topic.

This completes the setup needed to integrate with Zoom.

Automatic Zoom Scheduling

New Jobs

When entering a new job in Solaria, you will see a Zoom tab beside the Remote Meeting field on the Job Details window.

If your job is only remote and uses a Zoom meeting, select the conference room that has Uses Zoom turned on for it in the Company settings above.

When the job is saved, it will automatically create a Zoom meeting for the Zoom user account associated to the conference room.  The Zoom meeting information will be shown on the Zoom tab and the Remote Meeting tab will contain the meeting invitation.

Overwrite Defaults

The Topic of the meeting will automatically populate using the details entered in Standard Report Text.

You can overwrite the default information by clicking on the edit icon button with the Zoom tab selected.  The ZoomMeeting  window will display.

Dual Locations

If your job has dual locations – a physical address as well as a remote meeting – select the physical location in the Location box then click on the edit icon button with the Zoom tab selected.  The Zoom Meeting window will display where you can select the conference room that uses Zoom.

Use Existing Zoom Meeting

If you have an existing Zoom meeting that you want to associate to a new job (or a job that did not use a Zoom conference room), click on the edit icon button with the Zoom tab selected.  The Zoom Meeting window will display.  The Meeting ID field will show an edit icon button next to it.  

Click on the edit icon button and an entry field will be displayed.  Enter the Meeting ID and press tab.  Solaria will look up the meeting ID in Zoom and let you know if the ID is valid or not.  You will not be able to save the window if an invalid meeting ID is entered.

Changing Zoom Conference Rooms

If you need to change the conference room on a job from one Zoom user account to another, you will have two options in which you will be prompted for:

Answering “Yes” will reassign the Zoom meeting to the new user as the host.  

Answering “No” will cancel the old meeting and create a new meeting.

Note: Zoom requires permission between users to change the host of a meeting.  In Zoom, go to Settings ► Meeting ► Other ► Schedule Privilege FOR EACH USER and enter the other users that can have scheduling privileges and can schedule for them.

Reschedule Job

If you reschedule the job, Solaria will automatically update the Zoom meeting assigned to it.  It will update the meeting to match changes to the date, start time, time zone or duration.  

If the conference room is changed to one with a different Zoom user account, it will cancel the old Zoom meeting and create a new meeting for the new room.  If the conference room was changed to one that no longer uses Zoom, it will cancel the old meeting.

Cancel Job

If you cancel a job, Solaria will automatically cancel the Zoom meeting assigned to it.  A canceled Zoom meeting will show “Canceled” in red on the Zoom tab.

Clicking on the edit icon button will ask you if you want to create a new meeting.  (Note you cannot edit a canceled Zoom meeting.)

Reinstate Job

If you reinstate a job that was canceled, Solaria will create a new Zoom meeting if it uses a conference room that uses Zoom.

Fetching Zoom Recordings

If you integrate with ServiceLink, you can allow Solaria to get the recordings from finished Zoom meetings.   

• It will download the audio recording, transcript (VTT file) and/or timestamp files and attach them to the jobs.
• It will get the video recording shared links and attach them to the jobs.  Opening these will play the video recording in a browser directly in the Zoom website.  It does not download the video file itself.

Before Solaria retrieves the recordings from Zoom, you will need to assign a file type to the audio, video, transcript and timestamp files in System Preferences as shown above in the document.

When manually fetching for ServiceLink, you will see the option to Get Zoom Recordings:

In addition, when synching job files from other windows, it will automatically include the fetching of Zoom recordings.  When using the Auto Fetch or Solaria Service, it will automatically include the fetching of Zoom recordings.

The Service Log (in the Settings menu) will show the recordings downloaded and which job they were for:

Note that if you have assigned a VTT file type in System Preferences, Solaria will wait until that has been created on for the meeting on the Zoom website before downloading all files.

Solaria will also automatically assign resources and attorneys to the files according to the rules of the file types assigned to them and send the information to ServiceLink.   It does NOT send any notifications to the users assigned to the file types.

Once a Zoom meeting is more than 2 days in the past and no recordings have been found for it, it will stop looking on the Zoom website for them.  They can be manually added to the job at that point.