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Admin deployment and configuration of Zoom Chat Follow

Note: If you signed up for a new Zoom account after August 21, 2021; or the New Admin Experience is enabled on your account, learn more about the UI enhancements for the New Admin Experience.

Zoom Chat is the perfect compliment to your real-time video and phone communication. Admins can use chat to:

  • Boost productivity across all workflows with secure collaboration inside and outside of your organization.
  • Allow users to instantly start phone calls or video meetings, share files and even pin a message right in chat.
  • Maintain a persistent and searchable wealth of tribal knowledge and corporate messaging.
  • Configure central administration and granular security settings ensure that your policies are enforced and your information is safeguarded.

Prerequisites

  • Account owner, admin, or user with relevant permissions

This article covers:

Deploying Zoom Chat

Follow these sections to deploy Zoom Chat and change account-level chat settings.

Setting up advanced or auto SAML mapping

After you've configured basic SAML mapping, you can set up advanced or auto SAML mapping to define or create IM groups and channels. You can either set up advanced SAML mapping to sync groups defined in your IdP to existing channels/IM groups, or set up auto SAML mapping to automatically create and modify channels or IM groups.

IM groups determine how users are organized in the desktop client and mobile app, making it easier for your users to locate and chat with co-workers. IM groups also allow you to customize IM settings for a group of users. For example, you can create an IM group for the Billing department so that all Billing employees appear in the same section in the Contacts tab and share the same IM settings.

Channels are spaces where users can chat with each other on Zoom. They are mainly used for a specific project, team, or topic. Public channels are open for anyone to join, while private channels have invite-only membership.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Advanced then Single Sign-On.
  3. Click the SAML Response Mapping tab.
    • SAML Advanced Information Mapping section
      • IM Group: Assign specific IdP groups to existing IM groups by entering the SAML Attribute, SAML Value, and Resulting Value. For example, if your IdP has an existing attribute and value assigned to your company’s Billing department, you can assign the Billing department to the desired IM group.
      • Channel: Assign specific IdP groups to existing channels by entering the SAML Attribute, SAML Value, and Resulting Value. For example, if your IdP has an existing attribute and value assigned to your company’s Billing department, you can assign the Billing department to the desired channel.
    • SAML Auto Mapping section:
      • IM Group: Specify an attribute defined in your IdP to automatically create IM groups. For example, if your IdP has a manager attribute, Zoom can automatically create several manager IM Groups based on all IdP groups that have that manager attribute.
      • Channel: Specify an attribute defined in your IdP to automatically create channels. For example, if your IdP has a manager attribute, Zoom can automatically create a channel for users that have the manager attribute.

Learn more about advanced SAML mappingIM group management, and channel management.

Assigning chat management permissions

You can create a role to assign chat management permissions to another user. This allows them to manage chat in the Zoom web portal. For example, you can create a chat management role to allow another IT admin to create and edit IM groups.

  1. Sign in to the Zoom web portal as the account owner.
  2. In the navigation menu, click User Management then Role Management.
  3. Click Add Role.
  4. Specify a name and description for the role, then click Add.
  5. Scroll down to the Chat Management section.
  6. Click the check box in the Edit column for these permissions:
    • IM groups: View or edit IM groups for the account.
    • Chat history: View archived chat messages in the account.
    • IM settings: View or edit IM settings that affect all users in the account.
  7. Click the Role Members tab.
  8. Click Add Members.
  9. Enter the email addresses or names of users to assign the role.
  10. Click Add.

Learn more about using role management.

Changing account IM settings

Zoom Chat has account-level settings that apply to all users. You can enable or disable certain chat features like file transfer and code snippets. You can also customize how users are displayed in the desktop client and mobile app.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then IM Management.
  3. Click the IM Settings tab.
  4. Change these settings to get started:
    • Sharing: Allow users in the account to share these in chat.
    • Visibility: Customize how users are displayed in the Contacts tab in the desktop client and mobile app.
      Note: At least one of these options needs to be enabled. Zoom will automatically enable one of these settings if you attempt to disable both settings.
      • Company Contacts: In the Zoom desktop client and mobile app, display the Company Contacts section in the Contact tab. This section lists all users in the account.
      • IM Groups: In the Zoom desktop client and mobile app, organize contacts by your specified IM groups. For example, if you have an IM group for HR, you’ll see an HR section with the relevant employees in the Contacts tab.
    • Security
      • Allow users to add contacts: Specify if users can invite internal or external users. If turned off, users can't add contacts but can still view the company contact directory. If you select Only in the same organization and specified users, you can specify which external contacts your users can add as contacts.
      • Allow users to chat with others: Specify if users can chat with internal or external users. If you select In the same organization, users may still be able to chat with external users if they are added to channels or group chats with external users. If you select Only in the same organization and specified users, you can specify which external contacts your users can chat with.
    • Storage: Set how long messages are stored. See the chat storage section to learn more about these settings.
      • Cloud Storage
      • Delete Local Data
      • Store edited and deleted message

Learn more about other account-level IM settings.

Managing Zoom Chat

After deploying Zoom Chat, you can create additional IM groups, change IM group settings, and create channels for specific teams, projects, or topics.

Creating IM groups and changing advanced settings and IM group privacy

IM groups determine how users are organized in the desktop client and mobile app, making it easier for your users to locate and chat with co-workers. IM groups also allow you to customize IM settings for a group of users. For example, you can create an IM group for the Billing department so that all Billing employees appear in the same section in the Contacts tab and share the same IM settings.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then IM Management.
  3. In the IM Groups tab, click Add IM Group and enter the required information:
    • Group Name: Enter a display name to help identify the IM group.
    • Group Privacy: Select an IM group type.
  4. Click Save.
  5. Click Advanced Settings below the IM group display name.
  6. Change these IM group privacy settings to get started:
    • Allow users to search others: Specify if users can search for other users in the same account or parent account.
    • Allow users to add contacts: Allow users to add Zoom contacts to their contacts directory. Click an option to set the level of access.
    • Allow users to chat with others: Allow users to chat with internal or external contacts. Click an option to set the level of access.

Learn more about IM groups and other advanced settings.

Managing channels

Channels allow you to create private or public spaces for a specific project, team, or discussion. Users can use channels to send messages, files, and images to other members. They can also start an instant meeting with channel members.

Note: Group chats are different from channels.

  • Group chats are started when a user starts a chat with two or more users; or invites users to an existing 1-on-1 chat.
  • Group chats don’t have the same privacy controls as channels and don’t require a topic name.
  • You can’t manage group chats in the Zoom web portal. Only group chat admins can manage them using the desktop client or mobile app.

To get started, you can create channels from your existing IM groups.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then IM Management.
    Note: If your account has the new UI for admin management, click Chat Management then Channels.
  3. Click Create Channel.
  4. Choose Select IM Groups and create channels for each of them.
  5. Click Next.
  6. Select one of more IM groups to create channels from. A new channel is created for each group you select.
  7. If the group's name is already being used as a channel name, the web portal will require you to resolve the naming conflict by entering a new channel name. Click Continue after resolving the conflicts.
  8. Specify the required information in these columns:
    • Channel Name: By default, the channel names are the same as the names of the group you previously selected.
    • Type: Select the channel type.
      • Public: Anyone in your organization can join your channel.
      • Private: Only invited people can join your channel.
    • Posting Permissions: Select which channel members are allowed to post in the channel.
      • Everyone: All channel members can post in the channel.
      • Admin only: Only the admin can post in the channel.
      • Admin, plus specific people: Only the admin and specified members can post in the channel.
    • Can Add External Users by: Specify if users not in your organization can be added to the channel.
      Note: If you enable this option, make sure to review the channel privileges of external users.
      • No one: Don't allow anyone to add external users to the channel.
      • All channel members: Members internal and external to your organization can add external members.
      • Members in your organization: Only members internal to your organization can add external members.
    • New Member Can See History: If checked, new members can see messages and files sent before they were members.
    • Channel Admin: Specify the channel admin. The channel admin will be able to change the channel's name, description, and settings.
  9. Click Done.

You can also create channels by syncing your IdP Groups via SAML Mapping.

Learn more about managing channels and channel settings.

Changing chat storage settings

You can choose how long chat messages are stored in the Zoom cloud and on local devices. This will delete all messages after the designated time frame.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then IM Management.
  3. Click the IM Settings tab.
  4. In the Storage section, change these settings to get started:
    • Cloud Storage: If this setting is enabled, Zoom will automatically save all persistent chat messages to the cloud. Specify the time period to store messages, then click Save. After the specified cloud retention period, Zoom will remove all the persistent chat messages and metadata from the cloud.
    • Delete Local Data: If this setting is enabled, Zoom will automatically delete all persistent chat messages, files, images, and metadata on the local device after the specified retention period. Specify the time period messages are stored on the desktop or mobile device running Zoom, then click Save.
      Note: Users that manually download files or images can still access them on their local device.
    • Store edited and deleted message revisions: Store edited/deleted messages (as well as the original version) in the cloud.

Learn more about chat storage settings and view chat history.

Security features for Zoom Chat

Setting account-level chat security settings

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then IM Management.
  3. Click the IM Settings tab.
  4. In the Security section, change these settings to get started:

Learn more about IM groups and other advanced settings.

Removing external contacts

If users in the account add external contacts, you can view these external contacts and remove them from the account.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. In the Users tab, click the gear button in the top-right corner of the table, then select External Contacts.
  4. Locate a user that has external contacts, then click the number in the External Contacts column.
    You will see a list of external users that were added by the selected user.
  5. (Optional) Click the number in the Channels column to view channels or group chats they are members of.
  6. Click the ellipses button (...) in the last column, then click Remove from Account.

Learn more about managing internal users and external contacts.