Configuring Box as an organizational data source

Configuring Box as a data source for Zoom AI Companion provides a new way for your organization to manage and leverage the knowledge stored in your Box instance while respecting content access settings. By connecting Box to Zoom AI Studio, your users can enhance their AI Companion experience by providing it with access to your internal documentation.

Learn more about configuring third-party data sources in AI Studio.

Requirements for configuring Box as an organizational data source

• Account owner or admin privileges
• AI Companion enabled
• Custom AI Companion add-on
• An active Box account with admin privileges and admin-behalf-user scope permissions

How to connect Box as a data source

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio, then Integrations.
3. Locate the Box card and click + Connect.
   A login window will appear. 
4. Enter your Email Address and Password.
5. Click Authorize to grant Zoom access to your Box account.
   Note: You may also use Single Sign-On (SSO) if it is configured for your organization.

How to configure Sync settings

Once connected, you can manage how data is pulled from Box into the platform. You can define specific rules to control which content is indexed.

1. On the Box Data Source page, navigate to Sync settings.
2. Next to Inclusion rules, click the dropdown arrow.
3. Under Knowledge bases, click the dropdown arrow and select the desired knowledge bases to sync.
   Note: If set to All, all accessible content will sync by default.
4. Next to Exclusion rules, click the dropdown arrow.
5. Under Knowledge bases, click the dropdown arrow and select the desired knowledge bases you do not want to sync.
   Note: Exclusion rules take priority over inclusion rules.
6. Click Save to apply your rules.

Additional notes:

• If no inclusion rules are set, all accessible content will sync by default.
• Currently, only published content is synced; draft and archived content are excluded by default.

How to configure Content access and Account mapping

Through account mapping, Zoom user accounts will be matched with corresponding user accounts in Box. This enables AI Companion to retrieve only content that the specific user has permission to view in Box.

1. Under the Content access section, locate Account mapping.
2. Click Set up mapping.
3. Review the mapping configuration, then click Save.
   The Progress indicator will display the status of linked accounts (e.g., Progress (47/2596)).

Important notes about mapping

• Processing Time: Account mapping can take a long time, depending on the number of users; please remain on the page or check back later until the process completes.
• Partial Mapping: Not all accounts will necessarily be mapped. If a Zoom user does not have a corresponding identity or access to the specific app in Box, they will not be included in the mapping.
• Security of Knowledge: Zoom uses these mapped identities to access content on behalf of the user, strictly adhering to Box's existing permission structures.

How to monitor sync status

The Box integration provides real-time visibility into the health of your data connection. The Status card displays:

• Status: Shows the current state of the sync (e.g., Completed, In Progress, or Failed).
• Synced items: The total count of items successfully imported from Box.
• Anomalous items: A count of items that failed to sync due to errors or formatting issues.
• Last updated: A timestamp showing exactly when the last data refresh occurred.

How to disconnect Box as a data source

To remove the integration from your Zoom account:

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio then Integrations.
3. In the Applications tab, click the ellipsis icon to the right of the Box application
4. Click Delete.
5. Click Delete to confirm.

Note: Disconnecting the integration will remove Zoom's access to your content and stop all data synchronization. This action cannot be undone, but you can reconnect the integration at any time.

Data security

The Box Data Source integration is designed with security as a priority:

• Respects Permissions: The integration honors Box’s internal content access settings. The AI will only leverage data that it has been granted permission to access.
• Secure Data Handling: Data is handled according to enterprise-grade security standards to protect your proprietary information while enhancing AI Companion knowledge context.