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Zoom integration guide

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CaseFlow Desktop is a case-management application for law firms, installed on each attorney's own computer (macOS and Windows). The Zoom integration lets you schedule, update and cancel Zoom meetings from a case file, and shows the join link on the case's meetings list. This page explains how to add the integration, how to use it, and how to remove it.

Requirements

  • CaseFlow Desktop with an active licence.
  • A Zoom account (any plan). Meetings are created in your own Zoom account.
  • A default browser: the Zoom sign-in opens in your system browser, not inside CaseFlow.

Adding the integration (connecting Zoom)

  1. In CaseFlow, open Settings → API Keys & Integrations and choose Zoom.
  2. Click Connect to Zoom. Your system browser opens Zoom's authorization page.
  3. Sign in to Zoom if asked, review the requested permissions (create, update and cancel meetings; read your own profile) and click Allow.
  4. Zoom redirects to an endpoint of ours, which hands the authorization code back to CaseFlow on your computer and stores nothing. CaseFlow completes the exchange and shows Connected as ‹your Zoom name›. You can close the browser tab.

The connection uses OAuth 2.0 Authorization Code with PKCE. Your Zoom tokens are stored only on that computer. CaseFlow's servers never receive them.

If the Zoom card later shows Scope upgrade needed, a newer CaseFlow version requires an additional permission: click Reconnect and approve again.

Using the integration

Schedule a meeting from a case. Open the case, go to its meetings section and click Schedule a call. Choose Zoom as the provider, set the topic (pre-filled from the case title), the start time and the duration, and confirm. CaseFlow creates the meeting in your Zoom account and lists it under Upcoming meetings on the case, with its join link.

Share the link. Click the copy action next to the meeting to copy the join link, then send it to the client or witness from the case (e-mail or WhatsApp), or use the invitees option to add the case participants to the meeting.

Cancel a meeting. On the meeting row, click Cancel meeting. CaseFlow deletes the meeting in Zoom and marks it as cancelled on the case. Deleting a meeting from the case's history only removes the local record; it does not cancel the Zoom meeting, which is why CaseFlow asks you to cancel first.

What CaseFlow stores. For each meeting: the Zoom meeting id, topic, start time, duration and join URL, written to the firm's local encrypted database on that computer. No meeting content (audio, video, chat, recordings) is ever accessed.

Removing the integration

  1. In CaseFlow, open Settings → API Keys & Integrations → Zoom and click Disconnect. The tokens are deleted from your computer. Meetings already scheduled stay in your Zoom account; their records stay on the case until you delete them.
  2. To revoke CaseFlow's access on Zoom's side as well: sign in at marketplace.zoom.us, open Manage → Added Apps, find CaseFlow and click Remove. This invalidates any token that might still exist. If you remove the app in Zoom first, CaseFlow will show Reconnect the next time it needs Zoom.

Troubleshooting

  • The browser shows a Zoom error instead of the consent page. Close the tab and click Connect again; if it repeats, note the error code shown by Zoom and contact support.
  • The browser says "Allowed" but CaseFlow still shows Not connected. CaseFlow could not receive the code on your computer (a local firewall or a second CaseFlow window). Close other CaseFlow windows, click Connect once more and keep the app open until the toast Connected to Zoom appears.
  • Scheduling fails with "Could not schedule meeting". Check that the Zoom card shows Connected and that your Zoom account can create meetings; then use Reconnect and try again.

Support

From the app: Settings → Support. By e-mail: support@caseflow.co.il. See the support centre for all channels and what to include.