Managing Zoom Phone asset library as an admin

Account owners and admins can add their company-approved audio content to the asset library. The asset library allows you to create from a text-to-speech, record from your computer, and upload audio files such as greetings, audio while connecting, and music on hold, to a centralized location. The library provides better management of those files by categorizing them when searching for a specific file. Admins can view, download, and use each file in the library, however, permissions should be explicitly granted for editing and deleting those files. Admins can also allow users to manage their own audio content.

This article covers:

• Limitation of Zoom Phone asset library
• How to view the asset library
• How to add a text-to-speech audio asset
• How to upload an audio file
• How to add an audio file recorded from your computer
• How to edit a text-to-speech, an uploaded, or a recorded computer audio asset
• How to duplicate, download, delete audio assets and manage editors
• How to migrate existing audio files to the public assets library for multiple sites
• How to allow users to manage their greeting and hold audio

Requirements for managing the asset library

• Account owner or admin privileges
• Pro, Business, Enterprise, or Education account
• Zoom Phone license

Limitation of Zoom Phone asset library

The Zoom Phone asset library has the following limitation:

• You can upload up to 1,000 audio files and the size of each file must be less than 10MB.

How to view the asset library

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Phone System Management then Assets Library.
3. At the top of the page, view the following information:
   
   • A search box to search your asset and uploader name.
   • A Language filter to view your audio asset by specific language.
   • A Category filter to view your audio asset by categories. You can filter by the following categories:
     • Music on hold / Music on park
     • CQ/AR greeting prompt
     • IVR audio prompt
     • Audio while connecting
     • Disconnect greeting
     • Voicemail greeting
     • Leave voicemail instruction
     • Greeting & Menu: Leave or check voicemail
     • Greeting & Menu: Connect to operator, leave voicemail
     • Greeting & Menu: Connect to operator, leave or check voicemail
     • Recording prompt
     • Call live transcription prompt
     • Emergency call
   • A Source type filter to review your audio asset by audio source. You can filter by the following source types:
     • Text to speech
     • Upload
     • Record by computer
   • A setting icon to filter your view as desired. Depending on your selected filters, you can view the asset library details:
     • Name: The internal display name of the asset.
     • Language: The languages assigned to audio files. Each audio asset can contain multiple audio files for different languages. You can set the engagement language to play the corresponding audio files for consumers.
     • Category: The category the audio file belongs to.
     • Uploader: Name of the user that uploaded the audio file.
     • Upload Time: The associated date and time the audio file was last uploaded.
     • Last Modified: The date and time that the asset was last modified.
     • Source type: The source type of the audio file.
     • Actions: Displays the ellipsis icon to use more actions for the asset:
       • Duplicate
       • Download
       • Edit
       • Delete
       • Manage Editors

How to add a text-to-speech audio asset

You can add or text audio by entering text to be converted to audio.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Phone System Management then Assets Library.
3. Click Add.
4. Click the Text to Speech tab.
5. Specify the following:
   • Asset Name: Enter an internal display name for the audio asset.
   • Category: Click the dropdown arrow to select the desired categories.
   • Message to Play: Manage how the text you provide will be generated to speech:
     1. Language: Click the dropdown arrow to select the desired language.
     2. Voice: Click the dropdown arrow to select a voice for the text-to-speech engine.
     3. Enter text to convert to speech.
     4. In the message box, click Play to play the audio.
     5. At the top of the message box, click Preview to preview the audio asset output. You can also pause or play the preview.
        Notes:
        • When there are multiple messages, the preview playback sequence will start from the bottom to the top.
        • Preview attempts are limited to once every 30 seconds.
     6. (Optional) Click + Add message to add more messages.
        Note: The maximum number of messages that can be added is 5.
        When you add a message, a new text box will appear below the current one.
     7. (Optional) When there are multiple messages, in the top-right corner of the message box, click the ellipsis , then click from the following actions:
        • Move up: Move the text box up to swap places with the text box above it.
        • Move down: Move the text box down to swap places with the text box below it.
        • Delete message: Delete the text box.
   • Visibility: Choose either the Personal Audios or Asset Library (Public) option.
6. Add the text-to-speech audio asset to the library in the following ways:
   • Click Add.
   • Click Save & Add Editor to add another editor to this asset.
   • If you're updating an asset that's already in use, you will see a pop-up notification that the asset is in use. Click Save to confirm the update.

How to upload an audio file

You can upload an existing audio file from your computer. The audio file type must be MP3 or WAV and must be less than 10MB.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Phone System Management then Assets Library.
3. Click Add.
4. Click the Upload tab.
5. Specify the following:
   • Asset Name: Enter an internal display name for the audio asset.
   • Category: Click the drop-down arrow to select the desired category(ies).
   • Language: Click the drop-down arrow to select the desired language.
6. Under Audio upload, click Upload.
7. Under Visibility, choose either the Personal Audios or Asset Library (Public) option.
8. Add the audio file asset to the library in the following ways:
   • Click Add.
   • Click Save & Add Editor to add another editor to this asset.
   • If you're updating an asset that's already in use, you will see a pop-up notification that the asset is in use. Click Save to confirm the update.

How to add an audio file recorded from your computer

You can use your computer’s microphone to record audio and then add it to the asset library.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Phone System Management then Assets Library.
3. Click Add.
4. Click the Record by Computer tab.
   Note: You will be prompted by your browser to allow Zoom to use your microphone, click accept/allow to continue.
5. Specify the following:
   • Asset Name: Enter an internal display name for the audio asset.
   • Category: Click the drop-down arrow to select the desired categories.
   • Language: Click the drop-down arrow to select the desired language.
6. Under Record Audio, use these options to control the recording:
   • Click the red record icon to start recording.
   • Click the pause icon to pause the recording.
   • Click the stop icon to stop and save recording.
7. (Optional) Click one of these options after recording:
   • Play icon to play the audio you recorded.
   • Record Again to re-record if you are not happy with the result.
8. Under Visibility, choose either the Personal Audios or Asset Library (Public) option.
9. Add the audio file asset to the library in the following ways:
   • Click Add.
   • Click Save & Add Editor to add another editor to this asset.
   • If you're updating an asset that's already in use, you will see a pop-up notification that the asset is in use. Click Save to confirm the update.

How to edit a text-to-speech, an uploaded, or a recorded computer audio asset

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Phone System Management then Assets Library.
3. To the right of the name of the asset, click the ellipsis , then click Edit.
4. Make your necessary changes, then click Save.
   If you're updating an asset that's already in use, you will see a pop-up notification that lists where the asset is used. Click Save to confirm the update.
5. (Optional) Save & Add Editor to save the file and add a member who can manage it by type.
   The member type you can select will be Admin, Group, or Role.

How to duplicate, download, delete audio assets and manage editors

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Phone System Management then Assets Library.
3. To the right of the name of the asset, click the ellipsis icon , then click one of the following:
   • Duplicate: To make a copy of the asset.
   • Download: To download the audio file onto your computer.
   • Delete: To permanently delete the asset.
     If the audio file is in use, you will see a dialog box stating if you are sure you want to delete that file. You will need to select one of the following:
     • Replace with default audio
     • Replace with a new audio: If selected, click Edit .
       You will see the following options:
       • Choose from Asset Library: You can choose an audio file from the list of assets to replace the file.
       • Add Audio: You can record a new audio file to replace the file.
     • Click Confirm.
   • Manage Editors: Provides the ability to audio creators and super admins to manage which admins can edit and delete an asset.
     1. Click Add Members, to add a member to the list.
     2. Under Permission, select Edit or Delete or both.
     3. Search the member by selecting the Admin, Role, or Group tab.
        Note: To add a group, all members of the group must have admin privileges.
     4. Click Save.
     5. (Optional) In the Editor List dialog box, to the right of the member name, click the ellipsis , then select one of the following:
        • Edit Permission: To change the permissions of that member.
        • Remove: To remove that member from the access list.
     6. Click Close.

How to migrate existing audio files to the public assets library for multiple sites

Existing audio files for accounts with multiple sites were moved to a Private tab in the library. When admins select an audio file as a default audio prompt, they can migrate these files to the Assets Library.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Phone System Management, then Company Info.
3. Click the name of the site, then Settings.
4. In the Audio Prompt section, click the drop-down arrow to set the language for all default audio prompts under the site.
5. To the right of Default Audio Prompt, click Manage to manage your audio files.
6. To the right of the desired audio category, click Edit, then select Choose from Assets Library.
7. In the Select an audio dialog box, click the Private Audios tab.
8. To the right of an audio file, click the ellipsis icon , and select Move to Assets Library.
9. In the Required Information dialog box, select a category and a language from the provided menus.
10. Click Save.

How to allow users to manage their greeting and hold audio

You can follow the instructions to enable Personal Audio Library directly for a user or a desired level.