Zoom: AI Companion at U-M

This article provides information on Zoom AI Companion features and their availability in the U-M Zoom instance.

Environment

U-M Zoom

Issue

• Is Zoom AI Companion and its associated features available in U-M Zoom?
• Can I use it in meetings and webinars?

Resolution

Zoom AI Companion is available in U-M Zoom for meetings and webinars. It is approved for use with some types of sensitive data (including PHI).

The features available include:

• In-meeting/webinar questions
• Meeting/webinar summary
• Smart Recording

Note: The Zoom AI Companion features are not available for U-M Zoom Phone or other Zoom products U-M doesn't offer, like Team Chat and Whiteboard. AI Companion meeting summary and Smart Recording features are available in U-M Zoom Rooms; in-meeting questions are currently unavailable.

If you would like to turn ON or OFF these features:

1. Log in to your U-M Zoom account.
2. Click Settings from the left navigation.
3. Click the AI Companion tab at the top.
4. There are separate settings for meetings, webinars, and recordings:
   • For meetings: Toggle the "Allow users to ask AI Companion questions about the meeting" and "Meeting summary with AI Companion" options ON or OFF under the "Meeting" section.
   • For webinars: Toggle the "Allow users to ask AI Companion questions about the webinar" and "Webinar summary with AI Companion" options ON or OFF under the "Webinar" section.
   • For recordings: Toggle the "Smart recording with AI Companion" option ON or OFF under the "Recording" section. (This applies to both meetings and webinars.)

You can adjust granular settings for each feature after toggling them on. Refer to each feature's Zoom documentation page for more details (linked above).

Important notes

General

• Only meeting/webinar hosts can manage AI settings for the meetings/webinars they host.
• Participants and attendees can't turn the AI settings on/off within specific meetings/webinars where they are not the host.
• For meetings, participants can request that the host turn on/off AI features for the meeting. The host will receive a request notification that they can approve or deny. If they deny the request, the participant will receive a notification that it has been denied.
• For webinars, attendees and panelists cannot request that the host turn on/off AI features for the webinar.
• Webinar attendees cannot interact with or view the in-webinar questions or webinar summary.
• When joining a meeting or webinar where AI Companion features are being used, a glowing sparkle icon will be visible in the top-left corner of your window, and you may receive a notification informing you.
  • Participants and attendees who do not want to attend a meeting/webinar with AI features enabled will have to leave the meeting/webinar.

In-meeting/webinar questions

• The in-meeting/webinar questions features are OFF by default. You will need to enable them in your U-M Zoom account settings following the instructions above.
• Webinar attendees cannot interact with or view the in-webinar questions.

Meeting/webinar summary

• The meeting/webinar summary features are ON by default. However, you have to manually enable it on a meeting-by-meeting/webinar-by-webinar basis using the AI Companion button in the meeting/webinar window.
  • You cannot create a summary retroactively if it wasn't enabled during the meeting/webinar.
• The ability to include the full meeting/webinar summary text in the after-meeting/webinar email is turned OFF and locked within U-M Zoom. This is to ensure sensitive data is not sent to U-M Google. You cannot turn this ability on.
  • By default, only the host will receive a meeting/webinar summary after it ends if they have enabled it. They can then share it with participants/attendees if desired by sharing it individually via Zoom or copying and pasting the meeting/webinar summary text from Zoom into a document and sending it separately.
  • If you share a meeting/webinar summary with an external (non-UM) participant/attendee, they cannot access the summary using the link Zoom sends them via email. Zoom requires participants/attendees to authenticate via U-M Weblogin to view summaries, and because they are not a U-M Zoom user, they cannot access it.
    • The workaround is to copy the summary text from Zoom and paste it into a document you can send them separately.
• Similar to cloud recordings, meeting/webinar summaries are retained for 150 days before they are sent to your trash. After 30 days in the trash, they are permanently deleted.
  • At this time, there is no method for exporting a summary. Users who are seeking long-term retention of a summary should copy/paste the contents into a document.
• For meetings where you set the "Automatically share summary with:" setting to "Only me (meeting host) and meeting invitees in our organization," participants joining the meeting ad hoc (through the in-meeting contact invitation or sharing the join link) will not receive the summary, as they were not on the original invitee list. You will need to share it with them manually.

Smart Recording

The Smart Recording feature is ON by default. Granular customization settings are all OFF by default, but you can turn them on by going to your U-M Zoom account settings and following the instructions above.

Note that when last reviewed by U-M, the Smart Recording web interface presented several accessibility issues that may make the tool unusable for people who rely on accessibility features. Zoom has been notified of the issues, and this article will be updated when fixes are implemented and verified.

Zoom's statement on data privacy/usage

• "Zoom does not use any customer audio, video, chat, screen sharing, attachments or other communications-like content (such as poll results, whiteboard and reactions) to train Zoom’s AI models... Learn more about how Zoom uses data to provide Zoom AI Companion features, or view the Zoom AI Companion Security and Privacy Whitepaper."
• The use of videoconferencing data for the purposes outlined above is governed through several mechanisms, including the service provider agreements with the University of Michigan, the service providers’ privacy policies, and SPG 601.11 - Privacy and the Need to Monitor and Access Records.
  • Learn more on the U-M ViziBlue website.

Additional Information

• If you use the Zoom app for Slack and enable the AI Companion during your Zoom meeting, you will receive a quick meeting summary from the app via Slack after the meeting ends. If you would like to turn this ability OFF:
  1. Open your Zoom app messages within the Slack desktop app (at the bottom of your channel sidebar under "Apps," click Add apps if you don't find Zoom. Enter Zoom in the Apps search bar and select it from the results).
  2. Enter /zoom config in the text field and press ENTER. Select any of the workspaces available to you when prompted.
  3. Click the Settings hyperlink in the next message the Zoom app sends.
  4. Uncheck the Enable meeting assets notifications box on the webpage that opens and click Save.
• Zoom changed the product name from Zoom IQ to Zoom AI Companion in 2023.
• The Smart Recording feature has been available in U-M Zoom since October 2022.

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