Google Workspace to Google Workspace Migration Watchpoints

The following article outlines important considerations to keep in mind during the migration process from Google Workspace to Google Workspace using CloudM Migrate.

Drive

Externally Owned Data

Behavior

CloudM Migrate is unable to migrate any documents owned externally due to the lack of access to external Google Workspace instances. Consequently, any documents owned by external users to the Google Workspace instance will require re-sharing to migrating users after the migration process.

It is important to note that any documents owned internally with external sharing will maintain their permissions.

Recommendations

Any documents owned by external users will need to be re-shared back to the migrating users after Go-Live.

Orphaned Files and Folders

Behavior

If a migration has non-migrating users, external users or users who have deleted folders that house other users data, this could cause orphaned items post migration.

Files and folders that are orphaned will be migrated to the root level of the destination.

Recommendations

Before proceeding with the migration process, it is recommended that customers perform thorough checks on their environment to verify the absence of the specified scenarios.

To minimize any potential impact, it is advised to confirm that all users in the source environment who possess necessary data are included in the migration scope, or any externally owned items should be reassigned to migrating users to maintain the integrity of the data structure after migration.

Deleted files that were shared with you

Behavior

If a user deletes a file that has been shared with them, causing the file to become invisible in their account without actually deleting the source file or the sharing rights, these files will reappear in the "Shared with me" folder after the migration process.

Recommendations

If the end user wishes to locate that particular file, they will need to search within the "Shared with me" section. It is important to note that the "Shared with me" section displays all files and folders that have been shared with you by others, so it may contain a large amount of content.

Document Version History

Behavior

The migration of document version history from Google Workspace to Google Workspace is not currently supported by CloudM Migrate.

Recommendations

Users who have been migrated will not have the capability to undo any modifications made before the Go-Live date of their new account.

Prior versions should be generated before the migration if deemed necessary. It is essential to manually copy any critical information from the revision history as it will not be transferred during the migration process.

Metadata

Behavior

  • The last modified date will be retained.
  • The creation date will be adjusted to the date of file migration.
  • Shared dates will be reset to the date of file migration.

Linked Files

Behavior

Hyperlinks to other Google files will become outdated during the migration process. This occurs because the files are assigned new URLs. It is important to consider the following implications:

  • Embedded links, files, charts, etc., will no longer be functional as they will continue to point to the original file on the source domain. You will need to update these links to refer to the newly migrated file on the destination domain.
  • External applications, such as Slack, will still refer to older versions of documents from the original source.
  • Google Forms will no longer be connected to their response sheets.

Recommendations

After going live at the destination, migrated users will be required to update the hyperlinks within the documents on their new accounts.

To generate a comprehensive list of all document mappings, you have the option to activate the "Record Document Mappings" feature in Step 4 (Config Settings) > Advanced Settings > Reporting. For further details on this functionality, please refer to the article below.

Record Document Mappings

Bin

Behavior

Items located in the Bin, will not be migrated.

Starred files and folders

Behavior

Files and folders that have been marked as starred in your source accounts will not be starred automatically in your destination account.

Recommendations

The end-users will have to star files and folders post migration.

Google Photos

Behavior

Google Photos are not supported for Migration by CloudM.

Recent View

Behavior

End-users may observe alterations in the Recent view of their My Drive, where files may no longer be displayed in the correct sequence. This occurrence is anticipated as the tool necessitates accessing documents for migration purposes, which may result in their appearance in this section.

File Comments

Behavior

Users will be notified via email regarding documents on which they have previously provided comments or have been mentioned in the comments during the migration process.

Comments will be migrated by the document owner 'On Behalf Of' the original commenters, unless the comments are located within a Shared Drive. In such cases, the comments will be attributed to the CloudM migration admin account. More information on this can be found in the article below.

Migrating Google Drive Comments

Recommendations

Notify end-users that they may receive notifications during the migration process.

Shared With Me View

Behavior

The "Shared With Me" view in Google is dynamically populated based on the files and folders that have been shared with your account. It is important to note that CloudM Migrate does not directly migrate from the "Shared With Me" view. Consequently, the items may not be located in the same structure at the destination if not all users are included in the migration process.

Shared Drive Membership

Behavior

When migrating Shared Drives, it is necessary to include a Default Organiser in the list of members for the destination Shared Drive for each Shared Drive being migrated. If the option 'Remove Default Organisers' is chosen, the tool will automatically eliminate these organisers during the initial migration. Nevertheless, if multiple migrations are conducted, the organiser will persist in any subsequent migrations.

Recommendations

If the specified Default Organiser should not be present on the membership of the Shared Drives, then they should be removed post migration.

Shared Drive Settings

Behavior

In order to successfully migrate Shared Drives, it is necessary to enable external sharing on the source Shared Drive.

Recommendations

This setting must be configured before migration using the Google Admin console.


Email

Email Settings

Behavior

Canned responses, filters, and mailbox customizations will not be migrated and will need to be configured in your new mailbox.

Recommendations

The migrated users will need to reconfigure any preferred settings in their new accounts. Existing email filters can be exported from your original email account as an XML file and then imported into your new destination account by navigating to the "Filters and Blocked Addresses" section under "Settings."

Signatures

Behavior

Email signature and out of office will migrate as-is. However, note that images in signatures do not migrate (plain text only).

Recommendations

The end user is responsible for recreating any formatting after migration.

Snoozed Emails

Behavior

Snoozed emails are migrated. However, they will no longer retain their snooze rule association.

Recommendations

End user to replicate any snoozed email rules post migration if required.


Calendar

Meeting Links

Behavior

The hyperlinks included in calendar invitations will not be migrated and will require manual recreation for all calendar events containing a Google Meet link. Following the migration, external users will not have visibility of the newly created meet link.

Recommendations

When dealing with migrated events that include a Meet link and where you are the host, it is necessary to substitute the Meet link with a new one. To accomplish this, you should first edit the event, eliminate the existing Meet link, save the changes, and then proceed to edit the event again to insert the new Meet link. In the case of meetings involving external attendees, it is advisable to re-send invitations to these participants. This is because the migration tool is unable to update the new meeting link in the calendars of external users.

Recurring Meetings

Behavior

Recurring appointments and exceptions are transferred to Google Workspace. In cases where a recurring appointment needs to be divided into multiple appointments, they are typically linked; however, the recurrence rule cannot be modified within Google Calendar. Child events will inherit all the attendees from the primary event.

Recommendations

Ensure that all attendees are correctly re-added to any recurring child meeting occurrences after the migration process.

Secondary and Shared Calendars

Behavior

Secondary or shared calendars will only be migrated if the original owner can be identified during the migration process. Secondary calendars will be removed upon the deletion of a domain from Google Workspace. It is advisable to migrate secondary calendars before removing the domain from the source Workspace environment.

Recommendations

Kindly review the sharing settings to ensure that information is shared appropriately, particularly with external contacts. In the event that the user possesses older calendars that were previously hidden prior to the migration, these calendar items may reappear. Subsequently, the user can choose to either hide or delete them.

Calendar Sharing Notifications

Behavior

Users will be notified via email about the sharing of a calendar with them during the migration process.

Recommendations

This is a standard procedure within the migration process, and users who have been migrated are kindly advised to disregard the notifications. There is no specific action needed on their part.

Attachments

Behavior

By default, calendar attachments are not migrated. However, you can enable this feature in Step 2 (Destination Platform) > Advanced Settings > Calendar by activating the "Migrate Attachments" option.

Subsequently, attachments will be transferred to a designated folder within the users' My Drive. A specific name for this folder can be designated in the "Migrate Attachments Folder" setting. The attachments will be linked directly from the appointment to the files in Drive.

The "Appointment Attachment Document Sharing" setting provides the option to specify whether the attachment should be shared with the appointment attendees.

Recommendations

Please enable the aforementioned settings if you wish to migrate calendar attachments to the destination.


Contacts

My Contacts vs. Other Contacts

Behavior

The default migration behavior will result in the migration of users' 'Other Contacts' into the 'My Contacts' section.

Recommendations

No action required. This behavior helps ensure that users' experience with Google Workspace is replicated after migration. For example, user email addresses are automatically suggested when composing emails.


Chat

Google Chat

Behavior

At present, when the "Migrate Chat" feature is activated, classic Hangouts chats predating mid-2021 will undergo migration. These chat records will be transferred as emails to the designated user mailbox.

Migration of new Google Chat records is not supported at this time.


Keep

Google Keep

Behavior

The migration of Google Keep notes is not currently supported.

Recommendations

Users are required to download and then upload their Keep notes manually.


Sites

Google Sites

Behavior

Migration of Google Sites is not currently supported.

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