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Zoom Integration for okWOW


This guide covers everything you need to know about connecting Zoom to your okWOW workspace.

1. Adding the App

Connecting Zoom allows okWOW to seamlessly import your meeting transcripts and summaries directly into your collaborative thinking space.

Prerequisites

  • An active okWOW account.

  • A Zoom account (Pro, Business, Education, or Enterprise) with Cloud Recording enabled.

  • Permission from your Zoom admin to add apps (if your organization restricts marketplace apps).

Step-by-step Installation

  1. Log into your okWOW workspace at app.okwow.ai.

  2. Navigate to Settings > Connectors (or use the (+) icon in any chat).

  3. Locate the Zoom integration and click the (+) Add Connector button.

  4. You will be redirected to the Zoom website. Log in to your Zoom account if prompted.

  5. Review the permissions requested by okWOW (see Permissions Requested below for the full list and why each is needed).

  6. Click Allow to authorize the connection.

  7. You will be redirected back to okWOW, and your Zoom connector will now show as "Connected."

Permissions Requested

Scope

What it allows

Why okWOW needs it

meeting:write:meeting

Create a meeting for a user

Allows okWOW to schedule Zoom meetings on your behalf directly from the workspace.

meeting:read:meeting

View a meeting

Reads meeting details (title, time, participants) to provide context when importing or referencing a specific meeting.

meeting:read:summary

View a meeting's summary

Pulls Zoom-generated meeting summaries into your okWOW workspace for synthesis and analysis.

meeting:read:list_meetings

View a user's meetings

Displays your recent meetings in the import picker so you can select which meeting to bring into okWOW.

cloud_recording:read:list_user_recordings

List all cloud recordings for a user

Shows available cloud recordings in the import picker.

cloud_recording:read:list_recording_files

Return all of a meeting's recordings

Retrieves the individual recording files (video, audio, transcript) associated with a selected meeting.

cloud_recording:read:meeting_transcript

Read meeting transcript

Imports the verbatim transcript of a cloud-recorded meeting into your okWOW workspace.

user:read:user

View a user

Reads your Zoom profile (name, email) to correctly attribute imported content and verify account identity.

💡 Note: All scopes are read-only except meeting:write:meeting, which is only used when you explicitly ask okWOW to schedule a meeting on your behalf. okWOW never accesses recordings or transcripts without a direct user action.

Troubleshooting Guide

  • "Admin Approval Required" error: If you see this during authorization, your organization has restricted app installations. Send a request to your IT/Zoom Administrator to pre-approve the "okWOW" app in the Zoom App Marketplace.

  • Missing Transcripts: Ensure that "Cloud Recording" and "Audio Transcript" generation are both enabled in your Zoom Account Settings.

  • Authorization Loop: If you are repeatedly asked to authorize, clear your browser cache or check if a strict ad-blocker is preventing the OAuth redirect.

  • Scheduled Meeting Not Appearing in Zoom: Confirm your Zoom account is the same one you authorized with okWOW. If you have multiple Zoom accounts, the meeting is created under the authorized account only.

  • Recordings Not Loading: Cloud recordings can take several minutes to process after a meeting ends. If a recording doesn't appear in okWOW, wait 10–15 minutes and try again. Also verify that Cloud Recording is enabled in your Zoom Settings under Recording.

  • "Insufficient Permissions" Error: This typically means one or more required scopes were not granted during authorization. Disconnect and reconnect the Zoom integration from Settings > Connectors to re-authorize with the full set of permissions.


2. Usage

Once connected, okWOW turns your Zoom meetings into actionable context for your thinking sessions.

Feature: Import Meeting Transcripts

  • Use-case: Pull verbatim transcripts of your recent meetings into an okWOW Canvas or deep-dive thread so you can synthesize decisions, extract action items, or build project specs based on the conversation.

  • Prerequisites: The meeting must have been recorded to the Zoom Cloud, and the transcript must have finished processing on Zoom's servers.

  • How to use: In any okWOW chat, type @Zoom or click the (+) context menu and select "Import Meeting." Select your recent meeting from the dropdown.

Feature: AI Meeting Synthesis

  • Use-case: Instead of importing the raw text, okWOW can generate structured strategy docs directly from the Zoom recording.

  • Prerequisites: A connected Zoom account with a recent cloud recording.

  • How to use: Start a new Canvas, type "Draft a spec based on my last sync with the design team," and okWOW will automatically pull the context from your Zoom connector.

  • Scopes used: cloud_recording:read:list_user_recordings, cloud_recording:read:list_recording_files, cloud_recording:read:meeting_transcript, meeting:read:summary

Feature: Schedule a Meeting

  • Use-case: Create a Zoom meeting directly from an okWOW conversation — useful when a discussion surfaces a decision that needs a follow-up call.

  • Prerequisites: A connected Zoom account. The meeting will be created under your Zoom user profile.

  • How to use: In any okWOW chat, ask "Schedule a Zoom call with the team for Thursday at 2pm" and okWOW will create the meeting and return the join link.

  • Scopes used: meeting:write:meeting, user:read:user

Feature: View Meeting Details

  • Use-case: Reference a specific upcoming or past meeting's details (title, time, participants) as context within a workspace thread.

  • Prerequisites: A connected Zoom account.

  • How to use: Ask okWOW to "pull up my meeting with the design team from Tuesday" and it will retrieve the details.

  • Scopes used: meeting:read:meeting, meeting:read:list_meetings, user:read:user

(Note: okWOW explicitly excludes your connected API data, including Zoom recordings, from being used to train our AI models.)


4. Frequently Asked Questions

  • Do I need to re-authorize after disconnecting and reconnecting? Yes. When you reconnect, you will go through the full OAuth authorization flow again and must approve all requested permissions.

  • Can I choose which scopes to grant? Zoom's authorization flow is all-or-nothing for the scopes okWOW requests. If you decline, the integration will not connect. All scopes are listed in the Permissions Requested table above.

  • Will I receive emails from okWOW after connecting Zoom? Connecting Zoom does not subscribe you to any additional email communications. okWOW's email preferences are managed separately in Settings > Notifications.

  • Does okWOW access my Zoom meetings automatically? No. okWOW only accesses meeting data when you explicitly request it — for example, by using the @Zoom mention or asking okWOW to import a meeting. There is no background syncing or automatic data collection.

  • What Zoom account types are supported? okWOW works with Zoom Pro, Business, Education, and Enterprise accounts. A free Zoom account will connect but will not have Cloud Recording available, which limits transcript and recording import features.


5. Contact Support

If you experience issues with the Zoom integration that aren't covered in the troubleshooting guide above, our support team is here to help.

  • Support Hours: Monday–Friday, 9:00 AM – 6:00 PM PT

  • First Response SLA: We aim to respond to all support requests within 24 hours on business days.

  • Email Support: support@okwow.ai

  • Knowledge Base: okwow.ai/docs

3. Removing the App

You can disconnect Zoom from okWOW at any time. We believe in complete control over your workspace context.

Step-by-step Removal (via okWOW)

  1. Go to Settings > Connectors.

  2. Find the Zoom integration and click the (...) menu.

  3. Click Disconnect.

Step-by-step Removal (via Zoom)

  1. Log in to your Zoom account and navigate to the Zoom App Marketplace.

  2. Click Manage > Added Apps or search for the "okWOW" app.

  3. Click the Remove button next to okWOW.

Implications of De-authorization

When you remove the Zoom app:

  • You will immediately lose the ability to import new Zoom meetings, transcripts, or summaries into okWOW.

  • The @Zoom mention menu will be disabled in your workspace.

  • Existing canvases or threads that already imported text from Zoom will retain that text, as it is now part of your okWOW document history.

How We Remove Your Data

Data security and compliance are built into our architecture. When you remove the app:

  1. Token Deletion: okWOW instantly invalidates and deletes your Zoom OAuth access and refresh tokens from our active databases. We can no longer communicate with your Zoom account.

  2. Cached Data Purge: Any cached Zoom metadata (meeting lists, recording indexes, user profile data) is purged from okWOW's systems. Transcripts and summaries you actively imported into specific okWOW documents remain in those documents as part of your workspace history. To delete imported content, remove the specific okWOW canvas or thread, or delete your okWOW account entirely via Settings > Account > Delete Account.

  3. No Training: As with all our integrations, your Zoom data is never used to train underlying AI models.

  4. App-Specific Note: okWOW does not store raw Zoom recordings (video/audio files). Only text-based content (transcripts, summaries, meeting metadata) is imported into your workspace. No residual Zoom data remains in okWOW's infrastructure after token deletion and cache purge, aside from content you explicitly imported into documents.