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.
https://apps-apis.google.com/a/feeds/emailsettings/2.0/,
https://www.googleapis.com/auth/contacts,
https://www.googleapis.com/auth/admin.directory.group,
https://www.googleapis.com/auth/admin.directory.group.member,
https://www.googleapis.com/auth/admin.directory.orgunit,
https://www.googleapis.com/auth/admin.directory.resource.calendar,
https://www.googleapis.com/auth/admin.directory.user,
https://www.googleapis.com/auth/apps.groups.migration,
https://www.googleapis.com/auth/apps.groups.settings,
https://www.googleapis.com/auth/calendar,
https://www.googleapis.com/auth/drive,
https://www.googleapis.com/auth/drive.appdata,
https://www.googleapis.com/auth/drive.file,
https://www.googleapis.com/auth/gmail.modify,
https://www.googleapis.com/auth/migrate.deployment.interop,
https://www.googleapis.com/auth/tasks,
https://www.googleapis.com/auth/userinfo.email,
https://sites.google.com/feeds,
https://www.googleapis.com/auth/gmail.settings.basic,
https://www.googleapis.com/auth/gmail.settings.sharing,
https://www.googleapis.com/auth/admin.directory.customer.readonly,
https://www.googleapis.com/auth/admin.directory.rolemanagement.readonly
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.
https://apps-apis.google.com/a/feeds/emailsettings/2.0/,
https://www.googleapis.com/auth/contacts,
https://www.googleapis.com/auth/admin.directory.group,
https://www.googleapis.com/auth/admin.directory.group.member,
https://www.googleapis.com/auth/admin.directory.orgunit,
https://www.googleapis.com/auth/admin.directory.resource.calendar,
https://www.googleapis.com/auth/admin.directory.user,
https://www.googleapis.com/auth/apps.groups.migration,
https://www.googleapis.com/auth/apps.groups.settings,
https://www.googleapis.com/auth/calendar,
https://www.googleapis.com/auth/drive,
https://www.googleapis.com/auth/drive.appdata,
https://www.googleapis.com/auth/drive.file,
https://www.googleapis.com/auth/gmail.modify,
https://www.googleapis.com/auth/migrate.deployment.interop,
https://www.googleapis.com/auth/tasks,
https://www.googleapis.com/auth/userinfo.email,
https://sites.google.com/feeds,
https://www.googleapis.com/auth/gmail.settings.basic,
https://www.googleapis.com/auth/gmail.settings.sharing,
https://www.googleapis.com/auth/admin.directory.customer.readonly,
https://www.googleapis.com/auth/admin.directory.rolemanagement.readonly
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:
Partition log:
Use the Partition log to see the created and executed partitions for the bridge.
To filter the log by partition states:
Execution log:
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:
Transaction log:
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:
Filter logs:
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.
When you migrate Google Workspace to another Workspace account, user settings, domain aliases, email preferences, and other Google Workspace settings will need to be manually reconfigured in your new account. The Google Workspace migration tool focuses primarily on transferring data like emails, contacts, calendar events, and documents. Settings and configurations like domain aliases and email preferences are not automatically transferred and must be set up again in the new Google Workspace account to ensure continuity of service and customization.
Yes, when you transfer Google Workspace to another account, you will need to edit your DNS settings, including MX records, SPF records, and service URLs. This is essential to ensure that your email and other services work correctly with the new Google Workspace account. Updating these settings will help direct your email traffic to the new account and maintain your domain's security and email deliverability.
To add and manage users in Google Workspace after you migrate your account, follow these steps:
This process allows you to efficiently manage user accounts, including adding new users or editing settings for existing ones, ensuring everyone in your organization has access to the necessary services and data.
Receiving a message that your account has been suspended after transferring to Google Workspace could be due to several reasons such as billing issues, terms of service violations, or problems during the migration process. It's essential to check the specific reason mentioned in the suspension notice. You can also contact Google Workspace support for clarity and guidance on resolving the issue. Ensuring that all billing information is updated and that you comply with Google's terms of service can help prevent such issues from occurring during or after the migration process.
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