Configuring third-party data sources in AI Studio
Data sources in AI Studio allow administrators to connect Zoom AI Companion with third-party platforms like file repositories, knowledge bases, CRM systems, and workflow tools. These integrations enable seamless data access across multiple systems while maintaining original permissions and security controls from the source applications.
Data sources help organizations unlock enterprise information by unifying data that typically exists in separate systems. Key benefits include unified search across multiple platforms, automated workflow efficiency, data enrichment from combined sources, improved productivity by reducing tool switching, and maintained compliance with original access controls.
Requirements for configuring data sources
Before setting up data sources, ensure your environment meets the following requirements:
Account requirements
- Zoom account: Active license that includes access to Custom AI Companion.
- Administrative privileges: Administrator or owner-level privileges for data source installation and configuration.
- Third-party platform accounts: Valid credentials for the external data source with sufficient access rights to authorize API connections.
- API access: Some data sources may require a specific plan or API-enabled subscription tier from the third-party provider.
Permissions requirements
- Zoom admin permissions: Only Zoom admins or designated roles with integration management privileges can install or remove data sources.
- Data source system permissions: Read access to the connected data source and OAuth or service account authorization aligned with your organization's identity and access management (IAM) policies.
- End user access: Users can only view or search data they already have permission to access in the original data source.
Note: Being a Zoom admin does not automatically grant admin access to third-party integration apps. For example, you need a global admin role to set up Microsoft OneDrive or SharePoint apps.
Supported data sources
Zoom’s AI Companion data sources framework supports a growing set of enterprise platforms that covers file storage, collaboration, CRM, HR, IT service management, and content management systems. Each data source is purpose-built to integrate securely with its respective platform, adhering to its authentication standards, access controls, and data governance requirements.
| Product | Description |
|---|
| Google Drive | Cloud-based file storage and collaboration platform from Google Workspace. |
| Microsoft OneDrive | Microsoft’s personal and enterprise cloud storage solution is integrated with Microsoft 365. |
| Microsoft SharePoint | Enterprise content and document management system for intranet, collaboration, and knowledge sharing. |
| ServiceNow | Cloud-based platform for IT service management (ITSM) and enterprise workflow automation. |
| Salesforce | Collaboration and knowledge management workspace by Atlassian. |
| Confluence | Collaboration and knowledge management workspace by Atlassian. |
| Box | Cloud content management and file sharing platform designed for enterprise collaboration and security. |
| Zendesk | Customer service and support ticketing platform focused on omnichannel engagement. |
| Workday | Cloud-based enterprise platform for human capital management (HCM) and financials. |
| Seismic | Sales enablement and content management platform that delivers personalized content to sales teams. |
Data source lifecycle management
This section describes the full lifecycle of managing a data source—from creation and configuration to updates, edits, and deletion—within the in-app interface. It provides a clear, guided process for users and administrators to ensure secure and consistent data integration.
How to create a data source connection
Connecting an external application allows Zoom AI to index documents directly from your existing tools.
- Sign in to the Zoom web portal.
- In the navigation menu, click AI Studio.
- Browse available apps under Data source.
- Choose your data source (for example, Google Drive, Seismic) from the available list.
- Authorize the connection by logging in to the third-party service when prompted.
- Grant the necessary permissions for Zoom to read and sync your files.
- Configure sync settings:
- Click the three-dot menu, then select Data source settings
- Select specific folders, files, or owners you want to include or exclude in the sync
- Set up account mapping to ensure AI Companion respects the permissions of the source application.
- Click Save and start the first sync to begin the synchronization process.
- Monitor the sync progress on the dashboard until completion.
Note: Initial sync may take several hours depending on content volume. Statistics are updated regularly, and you can view sync status, processed files, and any errors on the dashboard.
How to update data sources
Update account mapping
Account mapping can be updated at any time during the syncing process and will begin updating immediately.
Update sync rules
Sync rules can be updated at any time during the syncing process, but they will only take effect in the next sync.
How to edit and delete data sources
Edit an existing data source
- In the navigation menu, select Integrations.
- Select Data Source.
- Click Data Source Settings.
- Select the desired data source.
- (Optional) Update fields such as Subdomain, Client ID, or Client Secret.
- Modify Sync settings or Account Mapping as required.
- Click Save to apply changes.
Note: Review and update sync settings quarterly to maintain data accuracy and relevance.
Deleting a data source
- Open the Integrations page.
- Locate the target data source.
- Click Remove Connection or Delete Integration.
- Confirm deletion in the prompt.
Warning: Deletion is permanent. The connection is revoked, sync stops immediately, and indexed data from that source is removed from the app's index. The original data in the external platform remains untouched. To re-enable access, you must create a new connection.
How to access data sources as a user
Users need a Custom AI Companion license to access connected data sources in AI Companion on the web.
- Sign in to the AI Companion Web.
- Select All sources, then enable Organization sources to view the data source apps installed by your admin.
- Use Zoom AI Companion to search and query documents you have permission to access.
Note: Connecting a data source app does not automatically grant user access. Account admins must configure account mapping to link users with their corresponding accounts in the third-party service.
Frequently asked questions about data sources
As an admin, why can't I install an app
Make sure that you have proper access to that app. Zoom admin does not grant you admin access to third-party integration apps. For example, you need the Global admin role to set up the OneDrive/SharePoint App.
Why is my data source app sync taking so long
Initial syncs can take several hours depending on the volume of content being indexed. Large repositories with thousands of files may require extended processing time. You can monitor progress on the dashboard, which updates statistics every minute.
What happens if I update sync rules during an active sync
Updated sync rules will not take effect immediately. They will be applied during the next scheduled sync.
Can users access all documents from the connected data source app
No. Connecting a data source app does not automatically grant user access. Account admins must configure account mapping to link users with their corresponding accounts in the third-party service. Once configured, AI Companion respects the original permissions from the source application, allowing users to access and search documents they have permission to view in the third-party service.
What should I do if the sync fails or shows errors
Check the sync dashboard for specific error messages. Common issues include expired authentication tokens, insufficient permissions, or network connectivity problems. You may need to re-authorize the connection or adjust your sync settings to exclude problematic files or folders.
How often does the data source app sync with the third-party service
Full Sync: OneDrive/SharePoint/GoogleDrive 28 days, Other Apps: 1 day.
Incremental Sync: OneDrive/SharePoint/GoogleDrive 10 minutes, Other Apps: no incremental Sync.
| App Type | Full Sync Frequency | Incremental Sync Frequency |
|---|
| OneDrive | 28 days | Every 10 minutes |
| SharePoint | 28 days | Every 10 minutes |
| Google Drive | 28 days | Every 10 minutes |
| Other Apps | 1 day | Not supported |
Can I connect multiple instances of the same app (e.g., multiple Google Drive accounts)
You can create only one app for OneDrive/SharePoint/Google Drive, and you can create multiple instances of the same app with different accounts for other apps.
What file types are supported for indexing
Supported file types
- md
- pdf
- csv
- html
- pptx
- xlsx
- docx
- txt
How do I remove a user's access to the data source app content
Access control is managed through the source application's permissions. Remove the user's access in the third-party service (e.g., Google Drive, SharePoint), and the changes will be reflected in AI Companion after the next account mapping update or sync.
Can I pause a sync in progress
You cannot pause a sync in progress. If you want to pause a sync progress, the only option is to delete the data source app entirely.
Why can't some users see the data source app in their company sources
Users must have the Custom AI Companion license to access data source apps.