Managing and sharing cloud recordings

Need to catch up on a long meeting or webinar? Smart Recording allows you to get the key takeaways in a quick and digestible format through recording highlights, and identify action items to take after the meeting or webinar with next steps.

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Recording management allows account owners and admins to manage their users' cloud recordings, including viewing, deleting, and sharing the video, audio, transcript, and chat files. If you're a user, recording management allows you to view, delete, and share your own cloud recordings.

Follow the cloud recording troubleshooting steps if you're having issues finding or sharing a cloud recording.

This article covers:

• How to access recording management in Zoom
  • Account
  • User
• How to share, download, and delete cloud recordings
  • Settings for sharing cloud recordings
• How to view cloud recordings
  
  • Rename the recording meeting topic and display name
  • View cloud recording analytics
• How to export a list of cloud recordings

Prerequisites for managing and sharing Zoom cloud recordings

• Account owner or admin privileges (required for managing all users' cloud recordings)
• Cloud recording enabled
• Cloud recording sharing enabled
• Authentication to view cloud recordings enabled
• Cloud recording must be finished processing in order to be playable in the Zoom web portal
• For editing and deleting recordings, your admin must allow you to edit or delete cloud recordings

Note: Users with scheduling privileges can potentially access, download, and share cloud recordings for meetings hosted by the user they are a delegate for, but they cannot delete cloud recordings on behalf of the other user. 

How to access recording management in Zoom

Account

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Account Management then Recording Management.
   You will see a list of cloud recordings on your account.
3. Search recordings by entering the meeting ID or topic. You can also enter keywords to search the text in audio transcripts.
   Note: There is no limit on the date you can specify.
4. (Optional) Click Advanced Search to filter recordings by date range, host, or storage location.

User

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Recordings.
   You will see a list of cloud recordings that you started and have finished processing.
   Note: Users assigned scheduling privilege may also have cloud recording access. 
3. Adjust the date range and status, then search by host, meeting ID, topic, or keyword.
   Note: There is no limit on the date you can specify.

How to share, download, and delete cloud recordings

1. Access your cloud recordings.
2. Find the cloud recording you want to share, download or delete.
   • To share:
     1. On the recording's page, click Share.
     2. Adjust your sharing settings as desired.
     3. Click Copy Sharing Information, then navigate to your email or where you need to share the cloud recording, to paste the sharing information.
   • To download:
     1. On the recording's page, click the Download button.
   • To delete:
     1. On the recording's page, click the delete icon .
     2. In the Confirmation pop-up window, click Move to Trash.
        Learn more about deleting cloud recordings.

Notes:

• If accessing cloud recording as a user and auto-delete is enabled, you will have the option to disable auto-delete if the option is not locked by your admin.
• Users with scheduling privileges can potentially access, download, and share cloud recordings for meetings hosted by the user they are a delegate for, but they cannot delete cloud recordings on behalf of the other user. 

Settings for sharing cloud recordings

Click Share to display the recording link information and sharing settings, such as disabling downloads from viewers and requiring a password to view. These settings are honored for any videos under the original recorded meeting. 

• Shareable Link: The link to access the shared cloud recording.
  • Copy: Copies the link and passcode (if enabled) to your cloud recording. This link provides viewers with view access to all video clips available under the recorded meeting. Share this information to allow others to view the cloud recording.
    Note: If the Passcode section does not appear, this means that the passcode is already embedded in the shareable link.
• Who can view: Allows the recording to be shared publicly or internally. Changes to this setting are automatically saved.
  • Everyone with the recording link: Anyone with the recording share link can access the recording link. If selecting this option, you can still require a passcode to view the recording.
  • Signed-in users in my account: Only signed-in users in the same account can view the recording. This option requires authentication to view cloud recordings to be enabled.
    Note: You cannot select an option that has been removed or hidden from admin settings. Changes will be automatically saved.
  • Sign in to Zoom: Only users who are signed in to their Zoom account can access the recording.  This option requires authentication to view cloud recordings to be enabled.
  • Sign in to Zoom with specified domains: Only users who sign in to Zoom with the domains specified by the account admin can access the recording. This option requires authentication to view cloud recordings to be enabled.
  • Sign in to external Single Sign-On (SSO): Only users who sign in to external SSO specified by the account admin can access the recording. This option requires authentication to view cloud recordings to be enabled.
  • Only people you shared with below: Only the specified users—both users in the same account and external users—can access the recording. Use the following option to specify users.
• Share with specific people: Specify external users or users in the same account who can access the recording. Added users will also receive an email notification with a link to the recording.
  1. Enter the user's display name or email address to search through users. 
  2. Click the user to add them.
  3. (Optional) Next to the user you want to remove, click the  icon.
  4. Click Send.
     The email addresses (a shared list) will appear in the pop-up window.
• Share with all invitees: Send an email notification to all invitees with a link to the recording.

Click Share Settings to access these additional settings.

• Set expiration date: Allows you to set the number of days or a specific date when the link will expire for viewers. 
• Viewers can download: Allows viewers to download the video in addition to viewing it online.
• Viewers can see transcript: Allows viewers to see the auto transcript if Zoom was able to process one.
• Viewers need to register to watch: Requires users to enter their name and email address before viewing or downloading the recording. The host will be able to download a report with this information.
• Passcode: Requires users to enter a password before viewing or downloading the recording. After selecting this option, enter a custom passcode and click Save.

Note: You can also change user-level recording settings.

How to view cloud recordings

1. Access your cloud recordings.
2. Based on the cloud recording setting selections, you will see different recording views.
   Notes: 
   • You can click any of those views to view the recording or listen to the audio.
   • When highlighting a view you can click the download button to download the recording, the link icon to share the recording link, or click the delete icon  to delete the recording.
   • Learn more about recording layouts.
3. Find the recording you want to view and click the topic.
   Note: If your meeting has not finished converting, the recording will show in the list with a Processing Recording label. Once the recording has finished converting, you will be able to view, share, download or delete your cloud recording.
4. Click the play icon  to play back the video.
   A new browser tab will open, showing the recording playback and the available controls, including Play / Pause, Volume, Speed, Trim, Show/Hide Subtitles, and Full screen.
5. (Optional) Trim the recording or manage smart chapters, recording highlights, and next steps.

Rename the recording meeting topic and display name

You can change the topic of your cloud recording as well as its display name. You can also view analytics, such as page views and downloads, for cloud recordings that you have shared internally or externally.

• While viewing your recording, click the pencil/edit icon to the right of the recording topic, then change the topic as desired.
• Click the pencil/edit icon to the right of the recording display name, then change as desired.

View cloud recording analytics

You can view analytics (page views and downloads) for a cloud recording that you have shared internally or externally.

1. Access recording management.
2. Find the recording you want to view and click the topic.
3. Click Recording Analytics.
4. Use the drop-down menus at the top to specify a date range, then click Search.
5. Click one of the tabs to view a summary or filter data by view/downloads.
   You will see the following recording metrics:
   • Summary: A brief summary of views and downloads by date. 
   • By View: The number of times that someone viewed the recording page, as well as how long they viewed the recording. This metric does not track the number of times the recording was played. Also, this metric does not count unique page views, thus if someone reloads the page, it will count as another view.
   • By Download: The number of times that someone clicked Download in the cloud recording page. This metric does not track the number of times that the download was completed. In other words, if the user clicked Download but didn't finish downloading, it still counts toward this metric.

You can also click Export as CSV file, which will export the data in the current tab as a CSV file.

Notes:

• If a Zoom user is signed in to their account on the web and views or downloads the recording, this column displays their profile name and associated email address. Otherwise, guests who view recordings and do not provide their emails to the host will not be displayed in the recording analytics; their email will be hidden in the By View tab.
• The metrics will not reset if you change the sharing settings for the cloud recording. For example, if you change it from private to public.

How to export a list of cloud recordings

You can export a CSV file with recording details, including the host's email, meeting ID, meeting topic, start date and time, and file size.

1. Access recording management.
2. Enter the search criteria you would like to download a report on.
3. Click Export.