Creating knowledge collections in AI Studio

Admins can create knowledge collections in AI Studio to allow users with a ZoomMate license to access and interact with organization-specific content when using ZoomMate in Zoom Workplace. In AI Studio, admins can organize documents and files around various topics into collections that serve as curated knowledge hubs accessible by Zoom AI to search and reference key organizational materials. Admins can manage collections by creating, editing, or deleting them as needed.

Requirements for creating knowledge collections

• Zoom Pro, Pro Plus, Business, Business Plus, Education, or Enterprise account
• Use of advanced and metered AI features requires a ZoomMate license and available AI Credits
• Show conversational AI enabled
• ZoomMate on the web navigation and Zoom Workplace app navigation bar enabled
• Account owner or admin privileges
• Must have OneDrive or Google Drive installed in the Zoom marketplace

Limitations for creating knowledge collections

Integration source knowledge collections have the following limitations:

• General limitations
  • Only a Google Workspace or Microsoft 365 admin can authorize the integration.
  • Files shared with read-only or comment-only access in your integration source will not be available to other users in Zoom.
• Google Drive
  • Google Drive files shared with a Targeted Audience will not be accessible by AI Companion.
    Note: Share files with a named group to ensure accessibility.
• OneDrive
  • Guest users in OneDrive cannot be mapped to Zoom users.
  • Microsoft personal OneDrive accounts are not supported.
  • OneDrive files shared with edit access may take up to several hours to sync and appear in the knowledge collection due OneDrive’s change feed limitations for shared files.
  • OneDrive access checks only reflect direct sharing permissions configured in OneDrive.
    Note: Permissions controlled through other Microsoft services such as Entra Conditional Access or Pureview Data Loss Protection may prevent users from accessing shared content.

How to create a knowledge collection with integration source

1. Sign in to the Zoom web portal.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the navigation menu, click Product configuration, then click AI Studio.
4. Click Zoom AI, then click the Knowledge tab.
5. Click Create knowledge base, then click Integrations.
6. Under Set up knowledge base, enter the following:
   • Name: Enter the name of the knowledge base.
   • Integration: Select Google Drive or OneDrive.
     A pop-up window will open for this service.
7. Follow the on-screen instructions to authorize Zoom to access your account.
8. Enter a Name, then click Select files to choose the articles you want to sync with Zoom.
9. Under Knowledge access, select one of the following:
   • Zoom access: Access to the knowledge collection is based on Zoom's permission controls.
     Note: You can assign access to specific Zoom user groups in a later step.
   • Drive access: Access to the knowledge collection is based on access permissions defined in your integration source.
10. If Drive access is selected and this is the first time you are setting up this integration:
    • Verify the automated mappings and click Confirm.
      Note: If any users could not be automatically mapped, manually map them by selecting the appropriate corresponding accounts.
11. Click Create.
12. In the top-right corner, click Preview, then enter a sample query to test your knowledge collection with ZoomMate.
13. Click Publish.
14. If Zoom access is selected, under Who can use this?, click the drop-down to configure usage permissions for the knowledge collection, then click Publish.

How to create a knowledge collection with manual source

1. Sign in to the Zoom web portal.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the navigation menu, click Product configuration, then click AI Studio.
4. Click Knowledge Library.
5. Click Create knowledge base, then Local files.
6. Enter a Name, then click to upload or drag files from your local device.
7. Click Create.
8. In the top-right corner, click Preview, then enter a sample query to test your knowledge collection with ZoomMate.
9. Click Publish.
10. Under Who can use this?, click the drop-down to configure usage permissions for the knowledge collection, then click Publish.

How to create a knowledge collection with website source

1. Sign in to the Zoom web portal.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the navigation menu, click Product configuration, then click AI Studio.
4. Click Knowledge Library.
5. Click Create knowledge base, then Website.
6. Enter a Name.
7. Under Sync method, select one of the following:
   • Click Sitemap.
     1. Enter the URL from where you want to start extracting information for your knowledge base, then click Next.
     2. Under Pages, select the pages to sync. The number of pages to be synced will be shown at the bottom.
   • Click Link discovery.
     1. Enter the URL from where you want to start extracting information for your knowledge base, then click Next.
     2. Under Conditions, set the URL paths to what pages you want to include in the sync:
        1. Condition 1: Expand the drop-down and choose from the available conditions that best match the pages you want to include.
        2. (Optional) Click Add Condition to add more filtering rules.
   • Click URL upload.
     1. Select and drag a CSV file containing the URLs from where you want to extract information for your knowledge base.
     2. (Optional) Enter individual URLs directly.
8. Click Next.
9. Under Customization, select or deselect the article elements to include in your sync as content:
   • Convert PDF links to articles: Automatically convert PDF links into articles, allowing the content within the PDFs to be extracted and displayed as answers.
   • Convert .docx links to articles: Automatically convert .docx links into articles, allowing the content within the Word documents to be extracted and displayed as answers.
   • Trigger an initial sync after the knowledge collection is created: Automatically trigger a sync of the content after the knowledge collection is created.
     Note: This setting is enabled by default to ensure the information is accessible at creation.
10. Under Edit access, select who can edit the website knowledge base.
    • Everyone: Everyone with edit access.
    • Restricted: Only you and added collaborators can edit.
11. Click Create.
12. In the top-right corner, click Preview, then enter a sample query to test your knowledge collection with ZoomMate.
13. Click Publish.

Under Who can use this?, click the drop-down to configure usage permissions for the knowledge collection, then click Publish.

How to create a knowledge collection with Custom API

1. Sign in to the Zoom web portal.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the navigation menu, click Product configuration, then click AI Studio.
4. Click Knowledge Library.
5. Click Create knowledge base, then Custom API.
6. Enter a Name.
7. Under Edit access, select who can edit the website knowledge base.
   • Everyone: Everyone with edit access.
   • Restricted: Only you and added collaborators can edit.
8. Click Create.
9. In the top-right corner, click Preview, then enter a sample query to test your knowledge collection with ZoomMate.
10. Click Publish.

Under Who can use this?, click the drop-down to configure usage permissions for the knowledge collection, then click Publish.

How to update a knowledge collection

Editing a collection allows you to update the name, description, or knowledge sources, or access permissions as your organization's content or user needs change.

1. Sign in to the Zoom web portal.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the navigation menu, click Product configuration, then click AI Studio.
4. Click Knowledge Library, then click Knowledge tab.
5. Click the knowledge that you want to update.
6. (Optional) Click the knowledge collection title, click the pencil icon , then do the following:
   • Update the Icon.
   • Update the Name.
7. (Optional) Click Settings in the upper right corner to edit additional knowledge settings.
8. In the top-right corner, click Preview, then enter a sample query to test your knowledge collection with ZoomMate.
9. Click Publish.

How to delete a knowledge collection

1. Sign in to the Zoom web portal.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the navigation menu, click Product configuration, then click AI Studio.
4. Click Knowledge Library, then click Knowledge tab.
5. Click the ellipses icon next to the knowledge collection.
6. Click Delete.
7. In the confirmation dialog, click Delete to permanently remove the collection.

Note: Deleting a collection will not delete uploaded files unless they were uploaded to only that deleted collection.