Before running an Environment Scan, ensure you have purchased a CloudM Migrate licence that is correctly assigned to the intended destination domain.
Please note that the Environment Scan results may not align with platform reporting tools due to various factors. For further clarification, refer to the FAQ section at the end of this document.
The Environment Scan feature is designed to help you effectively plan and prepare for your migration by analysing your source file and mail environment. It provides detailed insights such as item counts, data volumes, permissions, and folder structure depth.
This analysis generates comprehensive reports that can be exported for further review. The information gathered enables you to better estimate your migration timeline and proactively address any potential challenges before starting the migration process.
Bear in mind that the duration of an Environment Scan cannot be predicted due to the many variables that influence the process.
Environment scans can be conducted at either the source platform level or the migration batch level:
- Source Platform Scan: Analyses the entire source environment.
- Migration Batch Scan: Focuses on the items within a specific migration batch.
By utilising the Environment Scan, you can ensure a smoother and more efficient migration experience.
Source platform scan
To scan your entire source platform, navigate to the project containing your source connection, and click the "Environment Scan" button.
- If you have previously run an environment scan on your source platform, the Re-import items option will appear. If you do not select this option before starting the scan, the previously discovered items will be re-scanned. To force CloudM Migrate to retrieve a fresh list of items from your source, make sure to tick this option before initiating the scan.
- The Entity types to scan section displays the available entity types in your source environment. Choose the entity types you wish to include in the environment scan.
- In the Item types to scan section, you can further refine your scan by selecting specific item types within the chosen entity types. The available item types will vary depending on the entity type selected. Additionally, you can set a date range for each item type to limit the scan to a particular time period.
- Enabling the Use scan data for estimate option will allow the data volume from the scan to be used within the estimation area of the project’s reporting tab, helping to estimate the time required for migration.
- Turning on Report on File Permissions will include ownership and permission details for all files in the scan report.
- You can set the maximum number of concurrent users scanned by configuring the Max User Threads option. The number specified is not guaranteed and depends on available system resources. While the default value of 50 is generally recommended, exceeding the discovery quota may require this number to be reduced. If you wish to increase the number of threads, you’ll need a higher-specification migration VM.
- If the Environment Scan results in any failed users, you can use the Retry Failed Users button to re-scan only the failed users, rather than re-running the entire scan. This feature allows you to resume the scan from where it encountered issues.
Once you are satisfied with your settings, click Start to begin the scan.
Migration batch scan
To scan a specific migration batch, click the ellipsis next to the batch, then select "Batch Scan".
- If the migration batch is of type "All", you will be able to select which entity types to scan. However, if the batch is a specific type, you can only scan that particular entity type.
- In the Item types to scan section, you can choose which item types to scan within the selected entity types. The available item types will vary depending on the entity type chosen. You can also set a date range for each item type within this section.
- The Users to scan section allows you to scan either all users in the batch or only those who are enabled for migration (selected users).
- If you enable the Use scan data for estimate option, the data volume from the scan will be used in the estimation area of the reporting tab to help gauge how long the migration is likely to take.
- Enabling Report on File Permissions will provide ownership and permission details for all scanned files.
- You can control how many users are scanned concurrently by adjusting the Max User Threads setting. The actual number of threads used depends on system resources and is not guaranteed. The default value is 50, which is recommended, but this may need to be reduced if you exceed the discovery quota. If you wish to increase the thread count, a higher-specification migration VM will be required.
- If the Environment Scan results in any failed users, you can press the Retry Failed Users button to re-scan only the users who failed, without needing to re-run the entire scan. This option lets you resume from where the scan encountered issues.
- Note that the Date range filter is not available for migration batch scans. Instead, the date filter set within the batch will be applied. File name and file extension exclusions specified for the batch will also be considered during the scan.
Once you are satisfied with your settings, click Start to begin the scan.
Scan results
Once the scan has completed, a summary of the scan will be shown on the screen.
You can export the environment scan report by clicking the Export Scan Results button. Details of the report are outlined below.
Please note that Drive shortcuts are counted as an "item" in the user scan. However, you can filter the CSV by mimetype to obtain a true item count if needed.
File Scan Reports
The following reports are produced for all file platforms:
| Report | Description |
|---|---|
| Unique Files | Total number of unique files found for all scanned accounts |
| Unique Folders | Total number of unique folders found for all scanned accounts |
| Total Scanned Files | Total number of scanned files, including those found in multiple accounts |
| Total Scanned Folders | Total number of scanned folders, including those found in multiple accounts |
| Permission Count | Total number of permissions found across all scanned files and folders |
| Total Skipped Files | Total number of files skipped during the scan |
| Total Unique Files Size | Total size of all unique scanned files |
| Total Files Size | Total size of all scanned files, including those found in multiple accounts |
| Scan Errors | Number of errors encountered during the scan |
| Total External Permissions | Total number of external permissions found in all scanned items |
In addition to the above, additional reports are available for Google Drive and OneDrive/Team Sites:
Google Drive
Externally owned Google Drive files will not be included in the "Total Scanned Files" count if Google Workspace is not the destination platform. However, their file sizes will still count towards the "Total Files Size".
| Report | Description |
|---|---|
| Files Shared Externally | Total number of files shared with users outside of the source domain |
| Folders Shared Externally | Total number of folders shared with users outside of the source domain |
| Files Owned Externally |
Total number of files owned by users outside of the source domain. These items cannot be migrated |
| Folders Owned Externally | Total number of folders owned by users outside of the source domain. These items cannot be migrated |
OneDrive/Team Sites
| Report | Description |
|---|---|
| Total Library Count | Total number of document libraries found |
| Total Library Count Versioning Enabled | Total number of document libraries with versioning enabled |
| Total Empty Library Count | Total number of empty libraries |
| Total Site Collection Administrators | Total number of site collections admins found |
| Total Checked Out Files | Total number of currently checked out files |
| Total Unused Libraries | Total number of libraries last modified over 12 months ago |
Mail Scan Reports
The following reports are produced for all mail platforms:
| Report | Description |
|---|---|
| Total Emails | Total number of emails found |
| Total Labels/Folders | Total number of labels/folders found. This will not include any that are skipped due to Migration Folder configuration settings, and folders/labels will only be counted if they are associated with at least one scanned email |
| Total Size | The total size, including attachments, of all scanned emails |
| Scan Errors | Number of errors encountered during the scan |
The following information is provided per-user:
| Report | Description |
|---|---|
| Total Emails | Total number of emails found for the user |
| Total Archived | Total number of archived emails found for the user |
| Total Encrypted (platform dependent) | Total number of encrypted emails found for the user |
| Oldest item | The date/time of the oldest email scanned for the user |
| Newest item | The date/time of the newest email scanned for the user |
| Total Size | The total size, including attachments, of all scanned emails in the user's mailbox |
| Average Size | The average size, including attachments, of all scanned emails in the user's mailbox |
| Number of Labels/Folders | The number of labels/folders found in the user's mailbox. This will not include any that are skipped due to Migration Folder configuration settings, and folders/labels will only be counted if they are associated with at least one scanned email |
| Number of items with multiple labels/folders | The number of items with multiple labels/folders. This primarily applies to GMail, as duplicate emails are not scanned when traversing mail folders. |
| Number of folders under inbox | The number of scanned folders that exist underneath the user's inbox |
| Number of shared folders |
The number of shared folders in the user's mailbox. Only relevant for GroupWise and Zimbra |
View scan history
To view the results of historic environment scans, you can click on the View scan history button then download the previous scan reports.
Platforms
The following table shows the supported export platforms for file and mail environment scan.
| Platform | File Scan | Mail Scan |
|---|---|---|
| Google Workspace |
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| Microsoft Office 365 |
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Hosted Microsoft Exchange |
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| Microsoft Exchange |
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| Novell GroupWise |
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| IBM / Lotus Notes |
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| Zimbra |
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| Scalix |
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| Generic IMAP |
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| PST Archive |
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| Mail Archive |
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| Exchange/O365 Online Archive |
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| Google Vault |
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| File System |
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| Dropbox |
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| Box |
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| Sharepoint |
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FAQ
Q: In a Google Environment scan, what items are scanned for each user?
A: The environment scan will scan and report all items that exist within a users MyDrive for each user being scanned.
Q: Are Externally owned files included when scanning Google as a source?
A: If Google Workspace is the destination, externally owned files are included in the count and in the total file size. If Google Workspace is not the destination, externally owned files are only included in the total file size.
Q: In a Google Environment scan, are versions of files included?
A: No, Migrate does not scan versions of files.
Q: In a Google Environment scan, does Migrate scan items in the Bin?
A: No, Migrate does not scan items located in the Bin.