Creating a custom disclaimer for Zoom Whiteboard

Admins can create a custom disclaimer to display to whiteboard users before the whiteboard can be used. This feature is typically used to remind users not to input sensitive data to the whiteboard. Admins have the option to customize the disclaimer for internal and external collaborators, control its frequency of appearance, and choose any of the currently Zoom supported languages for the text.

Note: When the custom disclaimer is enabled, users are required to accept the disclaimer before they can proceed to open or create a new whiteboard.

This article covers:

• How to enable or disable custom disclaimer for Zoom Whiteboard
  • Account
  • Group
• How to set up and customize the disclaimer for Zoom Whiteboard
  • Account
  • Group

Prerequisites for creating custom disclaimer for Zoom Whiteboard

• Administrator privileges on the Zoom web portal

How to enable or disable custom disclaimer for Zoom Whiteboard

Account

1. Sign in to the Zoom web portal as an administrator with the privilege to edit account settings.
2. In the navigation menu, click Account Management then Account Settings.
3. Click the Whiteboard tab.
4. Under Other Settings, click the Show disclaimer when creating or opening a whiteboard toggle to enable or disable it.
5. If a verification dialog appears, click Enable or Disable to verify the change.
6. (Optional) If you want to make this setting mandatory for all users in your account, click the lock icon , and then click Lock to confirm the setting.

Group

1. Sign in to the Zoom web portal as an administrator with the privilege to edit groups.
2. In the navigation menu, click User Management then Groups.
3. Click the applicable group name from the list.
4. Click the Whiteboard tab.
5. Under Other Settings, click the Show disclaimer when creating or opening a whiteboard toggle to enable or disable it.
6. If a verification dialog appears, click Enable or Disable to verify the change.
7. (Optional) If you want to make this setting mandatory for all users in the group, click the lock icon , and then click Lock to confirm the setting.

How to set up and customize the disclaimer for Zoom Whiteboard

Account

1. Make sure the disclaimer is enabled for the account.
2. Click Manage Disclaimer.
3. Change these settings:
   • Display for: Specify if the disclaimer is displayed to internal users or external users. You must select at least one option.
     • Internal Users: Display the disclaimer to internal users that create or open a whiteboard.
     • External Users: Display the disclaimer to external users that create or open a whiteboard.
   • Show the same disclaimer to internal and external users: You can use one disclaimer for all user types or have separate disclaimers.
   • Frequency: Specify how often the disclaimer is shown.
     • Every time: Show the disclaimer every time users create or open a whiteboard.
     • First time only: Show the disclaimer only the first time users create or open a whiteboard, and not on subsequent occasions.
     • Every month, Every quarter, Every 6 months, Every year: After a user accepts the disclaimer, repeat the disclaimer in the specified interval.
     • Languages: If you have translated versions of the disclaimer, select the relevant languages.
4. Click Next.
5. Enter the title and description of the disclaimer. Click Preview to see how the disclaimer is displayed.
   Notes:
   • The title of the disclaimer can contain a maximum of 100 characters, while the body can contain a maximum of 6000 characters.
   • The disclaimer will always state, This disclaimer was generated by your account admin.
6. Click Save.

Group

1. Make sure the disclaimer is enabled for groups.
2. Click Manage Disclaimer.
3. Change these settings:
   • Display for: Specify if the disclaimer is displayed to internal users, external users, or group members. You must select at least one option.
     • Internal Users: Display the disclaimer to internal users that create or open a whiteboard.
     • External Users: Display the disclaimer to external users that create or open a whiteboard.
     • Group members: Display the disclaimer only for members of the selected group. Account members outside the group would see an internal custom disclaimer if created.
   • Show the same disclaimer to internal and external users: You can use one disclaimer for all user types or have separate disclaimers.
   • Frequency: Specify how often the disclaimer is shown.
     • Every time: Show the disclaimer every time users create or open a whiteboard.
     • First time only: Show the disclaimer only the first time users create or open a whiteboard, and not on subsequent occasions.
     • Every month, Every quarter, Every 6 months, Every year: After a user accepts the disclaimer, repeat the disclaimer in the specified interval.
     • Languages: If you have translated versions of the disclaimer, select the relevant languages.
4. Click Next.
5. Enter the title and description of the disclaimer. Click Preview to see how the disclaimer is displayed.
   Notes:
   • The title of the disclaimer can contain a maximum of 100 characters, while the body can contain a maximum of 6000 characters.
   • The disclaimer will always state, This disclaimer was generated by your account admin.
6. Click Save.