Zoom overview
The Zoom connector indexes transcripts and stores the play URLs of Zoom cloud recordings. Users can search for and open recordings from Glean, and Glean can use transcript content to answer questions about meetings. The connector supports Cloud Zoom Enterprise and Pro accounts.
The new setup also configures Zoom tools. Each user authorizes tools with their own Zoom account. Tools can access only the Zoom data that user can already access.
Authentication and setup
Zoom tools and recording indexing use separate OAuth apps:
- The Connect step uses a customer-created, user-managed app for read and write tools.
- Recording indexing uses Glean Search Crawler for Zoom, a separate app with read-only access. Both setup flows use this app for indexing.
Use Choose your Zoom setup to find the instructions that match your workspace.
Scopes requested
The indexing app requests read-only access to recording, organization, and user data. This is separate from the tools app's read and write permissions.
The connector also uses these scopes to support V2 permissions and participant access:
cloud_recording:read:recording_settings:admin: Fetches the access settings of each meeting instance so Glean can apply recording permissions.meeting:read:list_past_participants:admin: Fetches the participants of a past meeting instance for participant-based access and the Participants search facet.
Reauthorizing existing Zoom connectors
If you already have a Zoom connector configured, reauthorize the indexing app from the Admin console to grant the scopes for recording access settings and past participants.
Data storage
Glean stores indexed connector data securely in the customer's GCP project. Indexed connector data does not leave the customer's cloud environment.
Prerequisites
These requirements apply to recording indexing in both setup flows:
- A paid Zoom plan, such as Pro or Enterprise, with cloud recording enabled. Free plans are not supported.
- An authorizing account with the Admin or Owner role.
- The View the recording and transcript content permission for that account. Without it, Zoom hides the transcript download URL and Glean cannot index transcripts.
- Your Zoom base URL, such as
https://zoom.usor your organization's Zoom domain. Do not use the Zoom App Marketplace URL. - For V2 participant or organization-wide access, a Zoom admin who can configure cloud recording authentication options. See Configure Zoom cloud recording permissions.
Creating the tools app has separate role requirements. The Zoom for developers role can create the tools app, but does not replace the Admin or Owner requirement for indexing.
Permission model configuration (V1 vs V2)
The connector supports two permission models. Configure the model on the Zoom connector setup page. Existing customers default to V1 until they opt in to V2.
V1: Host-only permissions
V1 uses Zoom's account or group setting Prevent hosts from accessing their recordings. It does not use cloud recording access options.
- If the setting is on, no one can view the transcript in Glean.
- If the setting is off, only the meeting host or owner can view the transcript.
V2: Zoom permission-aware access
V2 uses Zoom's meeting instance access settings and recognized authentication options to grant access to participants, invitees, or everyone in your Glean organization. Glean fetches recording settings and maps them to Zoom groups and domain groups for permission enforcement.
Unrecognized, broad, or public sharing modes remain host-only unless an admin configures a matching organization-wide authentication option.
Access for your organization
Organization-wide access is optional. Existing configurations do not gain organization-wide access unless you map a Zoom authentication option to this access level. It applies only to meetings whose authentication option matches the built-in or configured organization-wide name. Glean applies the corresponding access behavior for other recognized options and falls back to host-only access for unrecognized options.
The custom authentication-name fields may not be available in every workspace. If they do not appear after you turn on enhanced access control, contact Glean Support.
- In the Admin console, open the Zoom connector setup page and turn on enhanced access control. If available, the custom authentication-name fields appear.
- In the Zoom Admin Portal, create or identify a cloud recording authentication option named
[GLEAN] Everyone in Org. If it uses a different name, enter that name in Custom authentication name for Everyone in Org in Glean. - When you select the matching authentication option while sharing a cloud recording, Glean maps it to organization-wide access.
Glean does not infer organization-wide access from Zoom's generic domain-sharing value. Unrecognized authentication options, missing recording settings, or V2 permissions that are not turned on default to host-only access. If Zoom prevents the host from accessing a recording, no one can access that recording in Glean.
Usage and features
Once indexing is enabled, Glean crawls and indexes Zoom cloud recording transcripts, including historical transcripts. Glean stores the recording play URLs in the index so users can open recordings from search results.
- Search shows the recording play URL associated with the transcript.
- Glean uses transcript content to answer questions about meetings.
You can ask Glean to summarize meetings from their indexed transcripts.
For more information, see Use Zoom meeting transcripts in Search, Chat, and Home.
Participants facet
Glean crawls the participants of each meeting instance and stores them as immutable metadata for that recording. Because participants do not change after the meeting, Glean only needs to crawl them once per meeting instance.
Zoom meeting and transcript documents include a Participants facet. Users can filter results by who attended a meeting. This works with the V2 permission model and the [GLEAN] Participants and Invitees authentication option.
Limitations
- V1 uses no webhooks for content updates. It supports only the deauthorization webhook event.
- The recording connector does not support transcripts from AI Companion.
Remove app
These steps remove the indexing app, not the customer-created tools app.
- Sign in to your Zoom account and open the Zoom App Marketplace.
- Click Manage → Added Apps, or search for Glean Search Crawler for Zoom.
- Open Glean Search Crawler for Zoom and click Remove.
Removing the app removes the access and refresh tokens from your Glean instance. Crawls then fail and raise alerts.