How to Migrate Resources to Google Workspace

This guide will walk through how to migrate resources to your destination using CloudM Migrate. Resources are items from the source system such as resource calendars, shared with all users.

First you will need to configure CloudM Migrate for your destination system as shown in the setup guides.

When clicking ‘Get Users’ Resources will also be obtained from the source system and be presented in the list, displayed with a different icon. These objects can then be migrated along with the users.

Notes for Migrating Resources to Google Workspace

When migrating resources, only appointments are migrated to the resource within Google Workspace. When creating a resource only ‘Resource Name’ needs to be provided, ‘Resource Description’ is optional, and ‘Password’ is not relevant.

When a resource is migrated using the CloudM Migrate, the ‘Import Name’ becomes the resource ID within Google Workspace. If resources have been pre-created in Google Workspace then the resource ID should be extracted from Google Workspace and specified for the ‘Import Name’. Resource IDs can be found in the Google Workspace control panel by clicking on a resource name. The ID required is specified in the control panel as ‘Resource identifier’.

  1. Apps > Google Workspace
  2. Click on Calendar
  3. Then go to 'Resources', and select the Calendar that you need for the Resource ID
  4. On the left side panel, you will see the actual 'Resource ID' of the Calendar

When resources have been created, they will be allocated an email address, also available from the control panel. This email address allows the resource’s calendar to be added to other user’s calendar lists. Resources can be manipulated in the user list, including importing and exporting in the same way users can.

It is best practice for resource attributes to match in source and destination. This includes fields such as building floor and room capacity. Google constructs an auto generated resource name using these attributes so when migrating, if the values don't match, the destination's auto-generated resource name will be added into migrated events' resource field using the new values.

As well as this, CloudM Migrate will populate the location field on migrated events with the original source auto-generated resource name as a reference to the original resource values. This may or may not be desirable depending on your use case but can be worked around if needed by matching resource attributes.

Calendar Resource Auto-Acceptance

When migrating calendar events to Google Workspace that contain a resource / room calendar, the resource will send back an acceptance or denial email to the meeting organizer if the resource is set to auto-accept meetings (which is the default). It is best practice to disable Auto-accept in the calendar settings to prevent large amounts of emails being sent to attendees. 

Calendar auto accept screenshot.png

At present, Google do not offer API access to the auto-acceptance setting so it is only possible to do this manually for each calendar.

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