ZoomAI Companion

• All AI Companion Features:
  • It requires a Licensed Illinois Zoom account to activate AI Companion in your meetings.
  • Only the meeting host can start or stop AI Companion through the in-meeting controls.
  • To use AI Companioneach feature listed below must be enabled at illinois.zoom.us/profile/settingthen AI Companion or a Cloud Recording must be activated during a meeting.
  • If you have set your pronouns in your Zoom profilethe AI Companion feature will use those pronouns when referring to you. If you do not set your pronouns or choose not to share them in the meetingthe pronouns chosen by the Large Language Model (LLM) will be used instead. 
• Meeting Questions
  • Allow users to ask AI Companion questions about the meeting setting must be enabled
  • Questions can only be answered if the content was discussed while AI Companion is active in the current meeting.
  • Meeting hosts in Zoom Rooms can only start or stop AI Companion.
  • Asking meeting questions is not supported in Breakout Rooms.
  • While meeting hosts can start or stop AI Companion on all supported platformshosts and participants can currently only ask questions on the desktop app.
• Meeting Summary
  • Meeting summary with AI Companion setting must be enabled 
  • Participants must be signed in to their Zoom account during the meeting to receive the summary automatically
  • Only the meeting host and co-host can start or stop the meeting summary through the in-meeting controls.
    Note: Starting and stopping the summary will still result in a meeting summary of the discussion while the feature was enabled.
  • The use of Meeting Summary with AI Companion is not available in all countries.
  • Meeting Summary with AI Companion is currently not available within breakout rooms.
• Smart Recording
  • Cloud recording enabled
  • Create audio transcript enabled
  • Smart Recording setting must be enabled
  • IMPORTANT: By defaultif you start a cloud recording with smart recording for a meeting imported into an Illinois Canvas or Learn@Illinois (Moodle) coursethese additional content items will be shared with students automatically.  Please make sure you only enable smart recordings and associated feature sets in appropriate settings.
  • This content will not be transferred to Illinois MediaSpace (Kaltura)
  • Use of Smart Recording with AI Companion is not available in all countries
  • Smart Recording currently supports the following languages:
    • Chinese (Simplified)(简体中文)
    • Chinese (Traditional)(繁體中文)
    • English
    • French (Français)
    • German (Deutsch)
    • Indonesian (Bahasa Indonesia)
    • Italian (Italiano)
    • Japanese (日本語)
    • Korean (한국어)
    • Polish (Polski)
    • Portuguese (Português)
    • Russian (Русский)
    • Spanish (Español)
    • Swedish (Svenska)
    • Turkish (Türkçe)
    • Vietnamese (Tiếng Việt)
    • Dutch (Nederlands)

AI Companion smart assistant will appear in the Zoom Workplace app and can be opened with the AI sparkle icon in the app header. You can ask questions of AI Companion smart assistant. AI Companion will be able to access Zoom data available to a specific user (e.g. meeting summariesTeam Chat messages) as well as any enabled third-party data sourcesto help answer these questions.

Follow the steps below to enable the AI Companion panel in Zoom Workplace:

1. Navigate to illinois.zoom.us/profile/setting and click the AI Companion Tab.
2. Within the General subsectionselect the toggle to the right of AI Companion panel in Zoom Workplace to enable it.
   

This feature allows your meeting participants to ask questions to AI Companion during a meeting.  Questions are answered based on the conversation transcript. Permanent meeting transcripts can be stored as a part of a cloud recording or generated from a recording at Illinois MediaSpace.  CurrentlyIllinois Zoom AI Companion does not rely onor allow for permanent meeting transcripts as a part of AI companion functionality.

Follow the steps below to enable In-meeting questions for use in your Zoom meetings:

1. Navigate to illinois.zoom.us/profile/setting and click the AI Companion Tab.
2. Within the Meeting subsectionselect the toggle to the right of Allow users to ask AI Companion questions about the meeting to enable it.
   
3. After clicking the togglethe setting should expand showing the associated sub-settings.
   
4. Determine:
   • If you'd like to automatically start AI Companion and allow access when your meeting starts
   • Who you'd like to have the ability to ask AI Companion questions about your meeting. 
     • Note: This is the default and can be adjusted when you enable AI Companion in the meeting.
5. If you've adjusted any sub-settingclick the save button.

This feature allows meetings hosts to generate a meeting summary for their meetings.  Sharing options can adjust who receives the summary after the meeting has ended.  Meeting summaries are based on the conversation transcript. Permanent meeting transcripts can be stored as a part of a cloud recording or generated from a recording at Illinois MediaSpace.  CurrentlyIllinois Zoom AI Companion does not rely onor allow for permanent meeting transcripts as a part of AI companion functionality.

Follow the steps below the enable Meeting Summary for use in your Zoom meetings:

1. Navigate to illinois.zoom.us/profile/setting and click the AI Companion Tab.
2. Within the Meeting subsectionselect the toggle to the right of Meeting summary with AI Companion to enable it.
   
3. After the toggle is clickedthe setting should expand showing the associated sub-settings.
   
4. Determine:
   1. If you wish to automatically turn on the meeting summary when the meeting starts.
   2. If you decide to share with participantsdetermine if you want to automatically send an email notification after the meeting ends.  Note: you will not have the chance to correct any accuracy issues in the meeting summaryif you decide to send an email notificationand include the summary text in the email. 
   3. You can also decide who to automatically share the summary with.  By defaultmeeting summaries are only automatically shared with the meeting host.
5. If you've adjusted any sub-settingclick the save button.

This feature allows AI Companion to generate additional content when cloud recording a meeting.  Please note that Zoom AI Companion Smart Recordings require that a permanent cloud recording transcript be generated and stored.  This permanent meeting transcript is used by AI Companion to generate additional content.  Alsothis content will not be transferred to Illinois MediaSpace (Kaltura). This additional content could include:

1. Recording Highlights: If enabledZoom AI Companion will highlight the most important parts of the session. You can manually adjust highlights as needed and can save highlights as separate files to cut unnecessary parts of the recording. 
2. Smart Chapters: If enabledZoom AI Companion will automatically group the recording into different sections with timestamps. You can click on a chapter to watch the part of the recording starting at that timestamp. Viewers who watch the cloud recording can see the smart chapters and next steps. 
3. Next Steps: If enabledZoom AI Companion will automatically examine the end of the recording and look for cues to identify any next steps for you. You can keep the next steps as part of the recordingas well as the text out to others. 
4. Meeting Coach: If enabledZoom AI Companion can analyze and provide metrics on key factors in your meeting conversationssuch as talk speedtalk-listen ratiolongest spiel (or monologue)filler word usageand your patience in discussion. These metrics can be viewed when viewing a cloud recording after it has finished processing and is available for only the host and eligible account admins. 

IMPORTANT: By defaultif you start a cloud recording with smart recording for a meeting imported into an Illinois Canvas or Learn@Illinois (Moodle) coursethese additional content items will be shared with students automatically.  Please make sure you only enable smart recordings and associated feature sets in appropriate settings.

 Follow the steps below the enable Smart Recordings for use in your Zoom meetings:

1. Navigate to illinois.zoom.us/profile/setting and click the AI Companion Tab.
2. Within the Meeting subsectionselect the toggle to the right of Smart recording with AI Companion to enable it.
   
3. After the toggle is clickedthe setting should expand showing the associated sub-settings.
   
4. Determine if you'd like to include recording highlightssmart chaptersnext steps or the meeting coach.  By default only the meeting coach is selected.
5. If you've adjusted any sub-settingclick the save button.

How long are my meeting summaries or smart recordings available online?

180 Days

Retention of Zoom cloud recordings will be increased to 180 days.