Table of Content
If you are trying to transfer users from one Google Workspace to another, you need to set up Google Workspace Migrate.
***Please note: you don’t need Google Workspace Migrate if you just want to transfer email or Google drive data.
Also, you can’t transfer the users directly from one Google Workspace to another. But, you can create user accounts in the target Google Workspace (of the users that you want to migrate) and transfer their data from the source Workspace.
Let’s dive in.
Google Workspace Migrate simplifies transferring large content volumes to a Google Workspace domain. It streamlines migration across multiple core services from one convenient location.
You can run Google Workspace Migrate both in the cloud or on-premises. Admins can independently manage migration timing and destinations, making the process hassle-free.
Before diving into the migration process, it's essential to ensure you meet all the necessary requirements and have a clear grasp of the recommended practices for moving from Google Workspace.
Within your Google Workspace Migrate cluster, Google recommends:
Keep the following ports open:
To reach the source APIs, open the following ports:
In the Google Admin console of your target domain, activate the Google Workspace services (e.g., Gmail, Google Calendar, Google Drive) for both users and the super administrator.
If you're migrating from another Google Workspace, don't forget to enable the services in the source domain as well. For more information, go here.
You need to add a source connection to enable Google Workspace Migrate to read, convert, and transfer data from the Google Workspace source environment to another.
You can use the service account that you set up earlier. But, if you want to create a new one, follow the below steps.
Next, click on authorize.
When transferring over 400,000 files from Google Workspace to Google Drive, it's essential to create a sharding users list. This list helps spread the content across multiple creator accounts, regardless of whether you plan to migrate it to several shared drives. However, if you're migrating fewer than 400,000 files to a single user's Drive account, you can skip this particular step and proceed to create a scoped view.
If you're moving less than 400,000 files to a single user's Drive account, you can proceed directly to creating a scoped view, skipping this step.
A sharding users list is a CSV file containing email addresses from your target account. These email addresses correspond to user accounts responsible for writing objects to either a user's My Drive or a shared drive.
Utilizing this list helps distribute the migration load among a larger group of users, preventing API bottlenecks and congestion in the Drive service.
To track user accounts in the sharding list, check the Drive audit log for migrated files, showing details like the file creator. To avoid confusion with active users, set up temporary Google Workspace users with easily identifiable usernames (e.g., shard-user1) for the sharding list and delete them after completing the migration.
To calculate the number of user accounts to include in the sharding users list, compare two options and choose the larger value.
Later, ensure that the temporary users meet the following criteria:
Generate the list in a spreadsheet program with each entry on a separate line, and there's no need for headers. Save the spreadsheet as a CSV file, ensuring the character encoding is set to UTF-8.
In the Google Workspace Migrate platform, click "New" and then "List."
This list can be chosen while creating a bridge.
A scoped view is used to specify the source data accessed during a scan. These entries remain effective even if you change the source data.
To include multiple entries in a scoped view, use a comma-separated values (CSV) file. The CSV file should consist of
A scoped view can comprise several columns, each with a type-name header. If a column has no value, it is ignored for that particular row. Ensure that the CSV file's character encoding is set to UTF-8.
To learn how to update & validate a scoped view, go there.
Ensure that the connection has been properly established before you continue by examining the connection tree.
In the Google Workspace Migrate platform, access the Connections section. If necessary, click on the Menu first. You have two options to view the connection details:
Please keep in mind that using a scoped view might restrict access to certain data. If you don't see some of the expected data, it could be because of your scoped view configuration.
For the next step, you need to perform a comprehensive scan of all data for migration.
The scan evaluates the amount and type of source data and identifies issues with the data. It helps with workload assessment during the bridge phase. Later, you need to organize data into phases and conduct phase-wise rescans. The initial scan covers the entire dataset.
Note: To ensure correct object totals in the reports, one or both options must be checked.
Scans offer valuable data for bridges, so it's recommended to delete a scan only after completing the data migration process.
To delete a scan, follow these steps in the Google Workspace Migrate platform:
After a scan is finished, it will display "Completed" status. You can then access the scan summary and download the generated reports. Utilize the information from the scan summary and reports to:
The scan summary organizes data into categories like users, source types, and errors. You can group the summary based on one or multiple categories. By clicking through the log entries, you'll get detailed information.
This summary helps you pinpoint potential bottlenecks among users and source types in the source domain. For instance, if you notice a high count of a specific error, clicking on it will reveal the details and a list of affected users. You can then group by source type to identify where the error occurred. It's a handy way to analyze and address any issues during the scanning process.
To access the scan summary, follow these steps in the Google Workspace Migrate platform:
To download the reports, follow these steps:
The reports will be downloaded as a zip file onto your computer.
Before proceeding with the migration, analyze the scan summary and reports to gain insights into your data:
If you make substantial changes to your project, it is advisable to perform a rescan of the data before proceeding with the migration process. This will ensure that you have up-to-date information to guide your migration decisions.
No need to create a new service account; you can utilize the service account you set up earlier.
If you still want to create a new one, follow the below steps.
You can use the service account that you set up earlier. But, if you want to create a new one, follow the below steps.
Next, click on authorize.
If you encounter the error "Client is not authorized to retrieve access tokens using this method, or client not authorized for any of the scopes requested," follow these troubleshooting steps:
Create your migration plan based on the scan information including the timeline and user data migration approach.
Many enterprises opt for phased migrations, serving two purposes: aligning with your timeline and managing data in manageable portions.
Phases can prioritize core IT users and early adopters or break down large data volumes into manageable pieces. The number of phases depends on data size, complexity, user count, and the types of data being migrated.
Consider the timeline for your transition to Google Workspace and the go-live date. Prioritize core IT users and early adopters as the initial groups to transition. Plan the phases to have key users first, followed by early adopters, and then other users.
For the remaining users, you may need to organize them into phases, such as based on geography or teams, for a smoother transition process.
Once you've confirmed your migration phases, organize the data into these phases using a scoped view. Before running a migration for each phase, scan the data and ensure that the scoped view accurately defines the intended data for that specific phase. The scan will also identify any significant errors.
Please note: once you've established your migration phases, avoid moving users between phases during the migration process to prevent data duplication.
Before starting the migration process, make sure to review the Scoped view and mapping headers, and also familiarize yourself with the watchpoints and best practices for mapping shared drives.
Using CSV file:
Note: If you point to the mapping and click on "Entries," you might see "Imported entry requires validation" under Source validity and Target validity. You'll validate the entries in step 2.
Manually do the mapping:
During the mapping validation process in Google Workspace Migrate, the tool verifies the existence of the source and target locations. However, it doesn't evaluate the logical correctness or functionality of the mapping for your data.
To validate the mapping
Note that validation may take several minutes to complete.
An identity mapping helps transfer identities, like users, calendar resources, and groups, from your source domain to your Google Workspace domain. This ensures a seamless transfer of permissions and other metadata, such as sharing rights, file creation and changes, and username references.
In short, it ensures a smooth transition of user and group permissions in the migration process.
Tips for a successful identity mapping:
Use a CSV file to update an identity mapping:
Manually Include Entries in an Identity Mapping:
Modify Individual Entries in a Mapping:
Next step is optional; it’s setting up a calendar resource migration. To learn more, go here.
A settings template helps define content migration and appearance after the process. Use the default template or customize one. Avoid modifying the template during a bridge to prevent inconsistent migration outcomes.
A default settings template offers common migration options for your data source. Choose the template that aligns with your connection and migration target, such as migrating My Drive to shared drives.
Note that in a single bridge, you can migrate either to users' My Drive or shared drives, but not both. Alternatively, create a custom template by modifying a default one to suit your specific data migration preferences and appearance in the target domain.
You cannot delete a default template or one linked to an existing bridge.
To delete a custom template:
Bridges are used to migrate data from a source to Google Workspace. They involve specifying connections, templates, mappings, and lists.
So, begin this process by creating a bridge.
You might see some failed transactions once you run the bridge. You can retry the failed transactions if you have resolved the issues that caused the failures (or the issue was temporary).
Once the bridge is running, you can track your migration progress in the Google Workspace Migrate logs. You also have the option to filter the data for more detailed insights, like specific warnings or failures. Additionally, you can check the nodes to observe their activity levels.
Migration log summary:
In the migration summary log, you get an overview of the content migrated, including total transactions. The data is grouped into categories like identity, source type, and error code, which helps identify potential bottlenecks. For instance, an unexpectedly high error count can be spotted.
Here’s the process to view migration summary data:
Use the Partition log to see the created and executed partitions for the bridge.
To filter the log by partition states:
The Execution log shows operational errors and steps taken in the bridge. It lists the status of each component in the migration process. Bridge's failed transactions include errors from both the Execution and Transaction logs.
To view execution log entries for a partition:
Use the transaction log to review details of all processed objects in the bridge. It might take time to load. Bridge's failed transactions include errors from both the transaction and execution logs. To see detailed data, point to a transaction and click "Details." To download the log, click "Download."
To view the transaction log in real time, follow the below steps:
To view all transaction log entries for a partition:
Execution history log:
To access the Execution history log and view all the logs for each bridge, including full and delta migrations, follow these steps:
To learn about filter other log results, read this.
Monitor Node Status:
To view nodes, URLs, and status, go to Servers in the Google Workspace Migrate platform.
Nodes may seem underused during a large migration due to factors like CPU, RAM, and scanned data per partition.
If a node becomes inoperable, its partition rejoins the queue, and another node completes the task. Do not decommission nodes during migration.
Before going live in your new Google Workspace account, perform a delta migration to transfer any recently added or modified content. This step ensures that all the latest data is migrated before completing the migration to Google Workspace.
A delta migration is performed after the main migration, just before transitioning to Google Workspace. It identifies and migrates new or modified content efficiently, avoiding duplicates and reducing the load on target APIs. Unlike retrying failures, delta migrations include a step to retry failed transactions, making it unnecessary to do so separately.
What type of content is migrated in a delta?
Ensure you use the same bridge for data migration.
The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.
A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!
Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.
Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.
Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.
The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.
With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.
2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.
3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.
Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder.
Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.
2. We deploy high-deliverability IP servers specific to each campaign.
3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.
Certainly, Smartlead is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!
No, there are no limitations on the number of channels you can utilize with Smartlead. Our multi-channel infrastructure is designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.
This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.
Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.
Here's what makes us uniquely the best cold email software:
1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.
2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out.
3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers.
4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanized email sending patterns and ramping up the sending volume.
5. Multi-Channel Emphasis: Smartlead places a strong emphasis on multi-channel outreach. You can reach your prospects where they are with the LinkedIn outreach feature. With Smartlead’s cold email automation software, you're always one step ahead in your outreach efforts, enjoying the freedom to scale your initiatives and seamlessly integrate with other tools—all while maintaining a focus on maximizing the impact of your outreach.
Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.
Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!
We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have.