Managing the asset library in zoom app

Audio content that has been approved by the company can be added to the asset library by admins. This asset library allows you to create audio files such as greetings, audio while connected, and music on hold from a text-to-speech program, record them from your computer, and upload them to a centralized location, such as a computer file or audio file. By categorizing these files in the library, one will be able to find a specific file more easily when attempting to find it by searching the library. Each of the files in the library is available for administrators to view, download, and use, but permissions must be explicitly granted for the administrators to edit and delete those files in the library. In addition, the administrator may also grant users the ability to manage their own audio content on their own.

Prerequisites for managing the asset library

• Ownership or administrative privileges of the account

• A Pro account, a Business account, an Enterprise account, or an Education account

• License for the Zoom phone

• Setup of the Zoom Phone

Limitation of Zoom Phone asset library

• As long as each audio file is less than 10MB in size, you can upload up to 1,000 audio files.

How to add a text-to-speech audio asset

By entering text to be converted into audio, you have the option of adding or adding audio.

1. Zoom’s web portal can be accessed by logging in.

2. Select Phone System Management from the navigation menu and then select Asset Library from the drop-down menu.

3. Please click the Add button.

4. To turn Text to Speech on or off, click on the tab.

5. Here is what you need to specify:

   • Asset Name: The audio asset’s internal display name should be entered here.

   • Category: If you wish to select a category (or categories), click the drop-down arrow.

   • Language: In order to select the language you would like to use, click the drop-down arrow.

   • Voice: Text-to-speech engines can be selected with a variety of voices.

   • Message to Play: To convert text into speech, enter the text below.

     • The audio can be played by clicking on the Play button.

6. Click on the Add button.
   There is a pop-up notification that appears when updating an asset that is already in use, as a reminder that the asset is currently used. To confirm that the update has been saved, click the Save button.

How to upload an audio file

A file that already exists on your computer can be uploaded from there. You must provide an MP3 file or a WAV file that is less than 10 megabytes in size.

1. Zoom’s web portal can be accessed by logging in.

2. Select Phone System Management from the navigation menu and then select Asset Library from the drop-down menu.

3. Please click the Add button.

4. You will find a tab called Upload when you click it.

5. The following information should be provided:

   1. Asset Name: The audio asset should be named according to its internal display name.

   2. Category: If you wish to select a category (or categories), click the drop-down arrow.

   3. Language: In order to select the language you would like to use, click the drop-down arrow.

6. Click on the Upload Audio button under the Audio Upload section.

7. Please click the Add button.

How to add an audio file recorded from your computer

If you want to record audio, then you can use the microphone on your computer to do so and then add the audio to your asset library.

1. Zoom’s web portal can be accessed by logging in.

2. Select Phone System Management from the navigation menu and then select Asset Library from the drop-down menu.

3. Please click on the Add button.

4. Choose the tab that says Record by Computer from the menu.
   Note: You will be prompted by your browser to allow Zoom to use your microphone. Click accept/allow to continue.

5. Specify the following:

   • Asset Name: The audio asset’s internal display name should be entered here.

   • Category: If you wish to select a category (or categories), click the drop-down arrow.

   • Language: In order to select the language you would like to use, click the drop-down arrow.

6. You can control the recording of audio by selecting one of the following options under Record Audio:

   • In order to begin recording, simply click the red record icon at the bottom of the screen.

   • The recording can be paused by clicking on the pause icon.

   • You can stop and save the recording by clicking on the stop icon.

7. Once the recording has been completed, you can choose one of the following options:

   • Play the recorded audio by clicking on the Play icon.

   • You can re-record the recording if you do not like the outcome of the first recording.

• Please click on the Add button.
  The pop-up notification that appears when you update an asset that is already in use will link to the asset’s use location, in case it is already in use. To confirm the update, click the Save button at the bottom of the page.

  Here is a guide about editing text-to-speech, computer audio assets that have been uploaded or recorded, or both

  1. You will need to sign into the Zoom website.

  2. Choose Phone System Management from the navigation menu, and then click Asset Library from the list of options.

  3. You can edit the asset by clicking on the ellipse icon next to its name: (), and then clicking the Edit button.

  4. Click on the Save button after you have made any changes you need to make.
     A pop-up notification will appear when you are updating an asset that is already in use, and it will list where it is used as well as where the asset is up to date. It is important that you click Save once the changes have been made.

  5. It is possible to save and add an Editor to the file in order to add a member who can manage it according to the type of file.
     You will be able to choose from the following three types of members: Admin, Group, or Role.

  How to view the asset library

  1. Zoom’s web portal can be accessed by logging in.

  2. Select Phone System Management from the navigation menu and then select Asset Library from the drop-down menu.
     The following information will be shown to you:

     • This is a search box that you can use to search through your assets and uploaders.

     • An audio asset can be viewed according to a specific language by using the Language filter.

     • You can display your audio assets based on the categories you select in the Category filter.

     • Depending on your preference, you can filter your view using the setting icon.

     • Name: Assets are referred to internally by their display names.

     • Language: An audio file can have multiple languages associated with it. A single audio asset can contain more than one audio file in different languages as part of its audio assets. In the engagement language, consumers can be instructed to listen to audio files that correspond to the engagement language.

     • Category: There is a category associated with the audio file.

     • Uploader: An indication of who uploaded the audio file is the name of the user.

     • Upload Time: There is also a date and time associated with the last upload of the audio file.

  How to duplicate, download, delete audio assets and manage editors

  1. Zoom’s web portal can be accessed by logging in.

  2. Select Phone System Management from the navigation menu and then select Asset Library from the drop-down menu.

  3. If you click the more icon to the right of the asset’s name, then you are able to choose one of the following:

     • Duplicate: Copying the asset is the process of making a copy of it.

     • Download: Click on the download button below to begin the process of downloading the audio file.

     • Delete: The asset will be permanently deleted once it has been deleted.

       There will be a dialog box that will ask you if you are certain you want to remove the audio file from your computer if the audio file is in use. There are a number of options available for you to choose from:

       • Replace with default audio prompt.

       • Replace with a new audio.
         The following options will appear if you choose to select this option:

         • Choose from Assets Library: As an alternative to the audio file, you can choose one of the other assets from the list in order to replace it.

         • Add Audio: In order to replace the existing audio file, you can record a new one.

       • Then click the Confirm button.

     • Manage Editors: Audio creators and super admins have the ability to decide which admins should be allowed to edit as well as delete assets based on where an asset is located.

       • Adding a new member to the list is as simple as clicking Add Members.

       • Choose either Edit or Delete from the Permissions dropdown menu.

       • Using the Admin, Role, or Group tab, you will be able to search for the member. It is necessary for all the members of a group to have admin privileges if they want to add a group.

       • Save the file by clicking the Save button.

       • (Optional) To the right of the member’s name in the Editor List dialog box, click on the more icon next to the name. The following options are available for you to choose from:

         • Edit Permission: This will allow you to change that member’s permissions.

         • Remove: The member should be removed from the access list by clicking on the remove button.

       • Close the window by clicking on it.

  How to migrate existing audio files to the public assets library for multiple sites

  Audio files that already exist in accounts that have multiple sites are being moved to a new tab called Private in the library. It is possible to migrate audio files from the Assets Library to the Audio Prompts Library when the admin selects an audio file as the default audio prompt.

  1. You will need to sign into the Zoom website.

  2. Click on the Phone System Management button in the navigation menu, then on the Company Info button.

  3. After selecting the site name, click on the Settings button.

  4. You can change the language for all the default audio prompts of your site by clicking the drop-down arrow in the Audio Prompt section.

  5. You can manage your audio files by clicking on Manage in the right-hand corner of the Default Audio Prompt.

  6. Select the Choose from Assets Library option from the menu to the right of the audio category you want to use.

  7. Select the Private Audios tab in the dialog box that appears after you click Select an audio.

  8. You can select Move to Assets Library by clicking on the more options icon located to the right of the audio file.

  9. If you choose a category from the provided list and a language from the provided drop-down list, the Required Information dialog box will open.

  10. Save the file by clicking the Save button.

How to allow users to manage their greeting and hold audio

In order to enable Personal Audio Library directly for users or for a specific level of the application, you can follow the instructions here.