Zoom: Automatically Share Cloud Recording with Someone Else

Environment

U-M Zoom

Issue

I would like for someone other than myself to have access to all my Zoom cloud recordings automatically, without me having to share each recording individually. How can I do this?

Resolution

Recordings are owned by the meeting host, and participants are considered "viewers" with the permissions a viewer would have based on the sharing settings. (However, if Option 1 below is enabled, co-hosts, alternative hosts, and participants given the host role while the meeting is active will be able to manage and share the cloud recordings.)

Option 1: Your Zoom Account Settings

You can allow someone else to manage and share your Zoom cloud recordings using Zoom's default co-owner setting. (If you'd like to automatically share other meeting assets, refer to Zoom: Allow Others to Manage and Share Your Cloud Recordings, Meeting Reports, and Summaries for more information.)

• Use Zoom's default co-owner setting for co-hosts, alternative hosts, and participants given the host role while the meeting is active.
  • It automatically grants co-owner permissions to in-meeting co-hosts, alternative hosts, and participants given the host role while the meeting is active to manage and share cloud recordings (and meeting summaries).
    • When you leave the university, co-owners do not retain access or "ownership" of your meeting assets, so ensure you download and share the assets before leaving. (Zoom currently does not allow you to transfer ownership of meeting assets.)
  • This setting applies to any co-host, alternative host, or in-meeting changed host on a meeting-by-meeting basis.
    • They will only be given access to the cloud recording associated with each specific meeting in which they are assigned this role.
    • You can adjust this in your meeting settings for alternative hosts by selecting/unselecting the specific assets you want them to access under the Alternative Hosts section.
  • This setting is ON by default.
    • You can enable/disable it in your account settings:
      1. Go to U-M Zoom and sign in with your U-M credentials.
      2. Click Settings in the left navigation and select Meeting.
      3. Click In-Meeting (Basic) to the left of the settings list.
      4. Scroll to Automatically grant co-owner permissions to co-hosts, alternative hosts, and changed hosts to manage meeting assets, and toggle it ON/OFF.

Option 2: Canvas

• For courses or anyone using Canvas, the recording can be posted automatically via the Canvas integration.
• Anyone with a Teacher, TA, Designer, or Admin role in the course can publish recordings for students to view and access the sharing link.
• This option works best if you only need the sharing link, not the files.
• To allow someone other than the host to download the recordings, the host must individually enable the ability to download recordings. If the ability to download recording files is needed, refer to Option 3 below.

Option 3: Dropbox

• Hosts can set up the Zoom for Dropbox integration so the files for all cloud recordings they host are automatically copied into a folder in U-M Dropbox.
  • Important: The Zoom for Dropbox integration has been causing issues lately, where recordings are not automatically saved from Zoom to Dropbox. Please check Dropbox after each recording to ensure it saved properly.
• This folder can be shared with specific people, so when the host creates new cloud recordings, the people the host has granted access to can see the files in U-M Dropbox without the host taking any further action.
• This option works best when you need the cloud recording files, not the sharing link.
• Remember: This will automatically copy all cloud recordings you host into U-M Dropbox and automatically share them with the people you specify. Ensure to only record meetings and webinars to the cloud that are appropriate for the people shared to access.

The host of the meetings that are being recorded to the cloud should follow these steps:

1. Enable the Zoom for Dropbox integration and ensure that Copy Zoom cloud recordings to Dropbox is checked in the integration's settings.
2. Create a new meeting and record it to the cloud, even as a test, so the Zoom folder in U-M Dropbox is created after the recording is processed.
3. Log in to U-M Dropbox, click All files in the left navigation, select your named folder, and find the newly created Zoom folder.
4. Hover over the Zoom folder and click Share.
5. Enter the uniqname or email address of each person you want to provide access to in the sharing field provided.
6. Choose the type of access you would like to grant to these other individuals in the drop-down menu:
   • Can view: If you want them to be able to view and download the cloud recording files but not create new files, replace files, or delete files
   • Can edit: If you want them to be able to view and download the cloud recording files, and create new files, replace files, or delete files
7. Click Share.

The people you provided access to can now see your Zoom folder. New cloud recordings will be created in this folder as a subfolder, and the individuals will automatically have access since the folders are inside a folder shared with them.

Additional Information

Need additional information or assistance? Contact the ITS Service Center.