Sapphire Clarity for Zoom

This guide covers adding the app, using it, and removing it. It applies to the Sapphire Clarity app for Zoom.

What it does

When a meeting that was recorded to the Zoom cloud finishes processing, Clarity transcribes it and analyses the call: a transcript by speaker, a summary, key facts, action items and commitments, and flags for issues an attorney should look at. The call appears in Communications, under Calls, and is searchable alongside the rest of the matter.

Before you start

A Sapphire Legal account with Clarity. The Zoom card appears under Integrations once Clarity is on for your firm.
A Zoom plan that includes cloud recording, with cloud recording turned on in your Zoom settings.
A Zoom account owner or admin. The app is approved once for the whole account, so a regular user cannot add it.

Adding the app

Sign in to Sapphire Legal and go to Integrations, then open Zoom.
Read and tick the box about keeping your Zoom call transcripts. Connecting is not possible without it.
Choose Connect with Zoom. Zoom opens; sign in as a Zoom admin and choose Allow.
You return to Integrations, and the Zoom card shows the Zoom account it is connected to.

Start from Sapphire Legal, as above. Choosing Add on the Zoom Marketplace listing alone does not connect a firm: Sapphire has no way to tell which firm you are, so you are sent back to Integrations to start there.

If your IT team already runs its own Zoom app, the same screen offers to connect that instead.

Using it

Record meetings to the cloud: in Zoom choose Record, then Record to the Cloud. Meetings recorded to a computer are never sent.
Zoom needs a few minutes to process a recording after the meeting ends. The call then appears under Communications, Calls, first as processing and then with its transcript and analysis.
Recordings from everyone on the connected Zoom account are picked up, not only the person who connected it.

Getting a call matched to its case

A Zoom recording does not say which case it is about, so Clarity suggests one. On the call's Case tab it lists the cases whose name, client or case number is mentioned in the call, with the words it matched, and you choose Link. It never links a call on its own.

Name the meeting after the client or matter when you create it, for example “Harbor Street Bakery lease”. The meeting title is searched along with the transcript.
Say the client or matter name near the start of the call. That is what the suggestion is built from.
Keep the client and company on the case up to date in Sapphire. They are matched too, so a case whose title never says the business name is still found.
When two cases match equally well, the one where the meeting host is the attorney is listed first. This works when the host's Zoom email is the email they use in Sapphire.

What the app reads, and what is kept

Permissions it asks Zoom for: view a recording, list a meeting's recordings, and view a user. The last is used once, to learn which Zoom account approved the app.
The audio is deleted right after it is transcribed. It is sent to Sapphire Legal's own transcription service, which deletes it as soon as the transcript is returned. The original stays in your Zoom cloud.
The transcript and analysis are kept in your firm's own database, encrypted at rest, as part of your records. You can delete any call at any time.

Removing the app

From Sapphire Legal: Integrations, Zoom, Disconnect. This removes the app from your Zoom account and stops all reading of recordings.
From Zoom: an admin can remove the app under Manage, Installed Apps in the Zoom App Marketplace. Sapphire Legal is told, confirms with Zoom that access has ended, and stops reading recordings.

Removing the app does not delete calls that are already in Clarity: they are part of your firm's records until you delete them. If you would rather have everything that came from Zoom deleted, email privacy@sapphirelegal.ai and it will be deleted within 10 days.

If something goes wrong

There is no Connect with Zoom button. One-click connection is being rolled out. The same screen lets an IT team connect its own Zoom app in the meantime.
A meeting never appears. Check it was recorded to the cloud rather than a computer, that Zoom shows it as finished processing under Recordings, and that the Zoom card in Integrations shows a connected account.
Zoom says you cannot add the app. Only a Zoom account owner or admin can.
The card says to reconnect. Zoom has ended the authorisation, usually because the app was removed in Zoom. Choose Connect with Zoom again.

Still stuck? or read the support page.