Known Issue

As a part of their continued efforts to increase security Zoom enabled a security setting for cloud recordings on April 10, 2020. Any recordings created since April 10th now have a system-generated password automatically associated with it.

Workaround

If you have a secure way of doing so (for instance, in your Carmen course), please leave the setting in place and share the password. If sharing the password securely is not feasible, you may disable the password from specific recordings or change the default for your account.

The process for removing passwords is two-fold, as you need to disable the setting for both your CarmenZoom account and any recordings created since the update went live.

To disable the setting for your CarmenZoom account:

1. Log in to carmenzoom.osu.edu.
2. Select Settings from the left-hand menu.
3. Click the Recording tab from the top of the page.
4. Scroll down to the setting titled Require password to access shared cloud recordings. Switch this setting off to keep any future recordings from being automatically password protected.

To remove the password from any recent recordings:

1. Log in at carmenzoom.osu.edu.
2. On the left side of the page, select Recordings.
3. Click the Cloud Recordings tab from the top of the page.
4. To the right of your listed recordings, you will see a SHARE... button, click it to bring up a Share this cloud recording dialog box.
5. Midway in the dialog box, you should see a setting titled Password protect. Switch that off to disable the password.

If you are still having issues with sharing or accessing Zoom recordings after following all the above steps, let us know at carmenzoom@osu.edu.

Known Issue

Because of a Chrome update, some users are getting an error when a Zoom recording is linked to from within a module in Canvas.

Workaround

The solution is to have the recording open in a new tab.

Instructors can enable this option for all students: when adding the link to a module, check Load in a new tab.

Alternatively, any individual student can do it by right-clicking on their mouse and selecting Open link in new tab.

To locate a Zoom Meeting ID:

1. Log in to CarmenZoom at carmenzoom.osu.edu.
2. Click on Meetings.
3. Click on the Upcoming Meetings or Previous Meetings tab to see a list of meetings. Look for the Meeting ID column.

To locate your Personal Meeting Room Meeting ID, click on the Personal Meeting Room tab and scroll to Meeting ID.

Image

You can share your entire screen on an iOS device running iOS 11 or higher. This allows you to share apps and other content.

See Zoom's article on iOS screen sharing for more information on first time setup, starting a screen share in a meeting, and screen sharing audio.

Joining a meeting without first logging into CarmenZoom means you will appear as a guest in meetings and may be removed from meetings after 40 minutes.

You should log in to CarmenZoom before joining or starting a meeting to ensure that you have full access to the functionality of a Zoom pro account provided through your Ohio State account.

For CarmenZoom to recognize you as the owner of a meeting, you have to be logged in to the system.

By default, anyone with the link to a Zoom meeting can click and enter; there is no login required. If you haven't overtly logged in to Zoom (either online at carmenzoom.osu.edu or from the desktop app), the system will not recognize you as the owner of the meeting.

Depending on your desired experience, you can change your default settings by going to your Settings in Zoom and changing the option to Join before Host. This setting ensures that the meeting cannot start until you, as the host, have logged in and entered the meeting.

Your CarmenZoom display name is synced with your official university Directory Information every time you log in. If you add a preferred name to your Directory Information, it will sync with your CarmenZoom profile instead of your legal name. To add a preferred name: 

1. Log in to my.osu.edu. 
2. Click on My OSU Identity Information. 
3. In Preferred Names section you can submit a change for your first and last name. Please be aware that the names you enter will be used across many university platforms and websites.    

You can also change your name on a per meeting basis if a meeting host allows it. To change your name in a CarmenZoom meeting: 

1. Click on Participants in the Zoom tool bar. 
2. Find your name in the list and click Rename. 
3. Enter the name you would like to appear while in the meeting, then click OK. 

Previously, users were able to change their display name in CarmenZoom by editing the first & last name fields in their profile. This was a loophole that appears to have been closed by the vendor. 

If you want to add your preferred pronouns to your display name, you can do so by editing your profile at carmenzoom.osu.edu.

To add an Authentication Exception:

1. Log in to CarmenZoom at carmenzoom.osu.edu.
2. Click on Meetings.
3. Under Upcoming Meetings, either click Schedule a New Meeting or click Edit on a pre-existing
4. Under Security, make sure Required authentication to join is enabled.
   
5. Next to Authentication Exception, click Add.
6. Enter the guest participant's name and email address.
   
7. Click Add Participant to add more guests. Click Save once all are added.
8. Each guest that is invited as an Authentication Exception will receive a unique link permitting them access to the meeting. Make sure to also Save the meeting before navigating away from the page.