Cloudiway’s mail archive migration solution helps businesses perform migrations through a simple SaaS interface. As a result, vault migrations require no additional software installation or overhead, and migrations can be performed securely and quickly.
The Cloudiway platform is flexible enough to support all types of migration paths. However, this mini-guide focusses on migrating Google Vault archives. For more information about migration types (cutover vs. staged), please visit our mail migration whitepaper.
1.1. How does it work?
Vault archives are an exact copy of the online mailbox + the permanently deleted items. During the Vault migration, all you need to do is migrate the permanently deleted items because the other items are duplicates of mails stored in the online mailbox.
Google Vault can be migrated to the following targets:
The most common scenario is to migrate Google Vault contents to an Office 365 In-Place Archive. This guide explains how to migrate to an In-Place Archive, a mix of inbox and In-Place Archive, and a standard inbox. The new Vault migration engine is using the Office 365 PST Import Service.
The platform exports the archives from Vault in PST format and upload them directly into the Azure Blob Storage using the Office 365 PST Import service.
Once imported, you will run the Office 365 PST import service manually.
For more information about security, please refer to this article.
For more information about migration performance, please refer to this article.
4.1. What can be migrated?
The Cloudiway Vault migration tool migrates permanently deleted emails stored in the user’s Vault. Attached files in these emails are also migrated. No other emails, files, or other vault items are migrated.
4.2. Migration limitations
Google Vaults has the capacity to store Google Hangout chats if the history setting has been activated as well as any Google Talk chats that are on the record. The Cloudiway platform currently does not migrate Google Hangout chats or Google Talk chats.
Google Vaults can retain Google Groups messages only if the Groups owner has archiving activated. The Cloudiway platform currently does not migrate Google Groups messages as part of Vault migration. However, it can handle Google Groups migrations to Office 365 (unified groups or shared mailboxes) as a separate migration project.
During migration, Outlook profiles are not created. This is the responsibility of the system administrators performing the migration.
Migration takes place between existing mailboxes, whether they’re dedicated archive mailboxes or standard mailboxes. This means that mailboxes must exist in the target at the time of migration. Before starting a migration, please ensure that all mailboxes to be migrated have had their target mailbox created in the target domain (steps are included in this guide).
Please note: During the migration of the mailbox, you will migrate all the mails. The Vault migration will extract only the permanently deleted items.
This guide is aimed at experienced system administrators who are capable of connecting to remote systems and using a variety of administration tools.
Although we provide support for our own products, we do not provide support for third-party products such as PowerShell or server administration of Google or Office 365.
If you are concerned you might have any difficulty completing these steps, please consider a solution with our consulting team, contactable via email@example.com. This will ensure a fast, cost-effective and stress-free implementation.
5.1. Before you start
Before you start, you will need to ensure you have the details outlined in the following table. In each case, we recommend you create an account especially for migration (we provide steps for each system), which you can delete upon completion of migration. This ensures full security and simplicity.
|Cloudiway login||Stores details and provides communication between the systems you already use.||https://apps.cloudiway.com|
|Knowledge base access||Our extensive knowledge base is always accessible, with videos, troubleshooting tools, samples & more.||https://kb.cloudiway.com|
|Google Vault Admin console||This is where administrators manage Google services for people in an organization.||https://admin.google.com|
|Target: Exchange On-Premises
Exchange account and secure port
|Used for impersonation to access mailboxes. This doesn’t have to be the main admin account. However, it must be an administrator account if you wish to migrate the permissions. The account must be able to bypass SSO and authenticate using username/password credentials (with a password set to never expire). This is not required if self-migration is used. The Cloudiway platform needs to connect to Exchange securely. Use SSL port 443.||If you can’t access an account with impersonation privileges, you can use the self-migration option.|
WorkMail migration account
|Used for impersonation to access mailboxes. It can be any user.||Your AWS console|
5.2. G Suite — Create and set up a migration account
You need the username and password of a Vault Administrator.
5.3. G Suite — Set permissions for the service account
7. Click on the Authorize button
NOTE: 1. Each scope must be separated by a comma.
2. Some scopes require slashes (/) at the end and others don’t: please use the above strings.
3. If you add another scope later, existing scopes will be removed: you need to add the whole list at the same time.
5.4. Office 365
The latest version of the Google Vault migration engine uses Office 365 PST Import Service.
There is no prerequisites.
5.5. Exchange On-Premises — set up an account via PowerShell
If you’re migrating from Exchange On-Premises, you can create a migration account with admin and impersonation permissions using your existing Exchange server interface or using the command line instructions shown in the steps below.
New-ManagementRoleAssignment –Name "Impersonation for migration " –Role "ApplicationImpersonation" –User "firstname.lastname@example.org"
Then paste the command into the command prompt, ensuring you have updated “email@example.com” with your own mail migration account
For the Cloudiway platform to migrate archives, it must connect (bind) to a source Vault mailbox with a specific Google Vault connector. Archives can be entirely migrated to the In-Place Archives folder within an Office 365/Exchange 2010 or later inbox or directly to an inbox or a mixture of both. Cloudiway requires a special archive license (quota) to ensure archive emails are migrated from an archive mailbox. (You can buy archive packages the same way you buy a standard user license for Cloudiway, or you can contact us at firstname.lastname@example.org to request archive packages.)
The most straightforward way to migrate archives is to create a new source and target connector to use especially for archive migrations. This allows you to begin an archive migration even if you’re performing standard mail migrations on the Cloudiway platform at the same time. In effect, this treats a Google Vault migration as separate migration on the Cloudiway platform.
The following steps are required to migrate a Google Vault:
6.1. Create your Google Vault source connector
To facilitate mail archive migration, the Cloudiway platform needs to be able to communicate with both your source and target domains. To do this, Cloudiway uses connectors, which are configured on apps.cloudiway.com. You will need to set up a connector for each Google Vault source and each target system. Follow the steps below to configure a Google Vault source connector.
Your source connector has now been created. Next up is the target connector.
6.2. Office 365 — Create your target connector
If you are migrating to Office 365, you need to create a target connector of type Office 365 PST Import.
The migration is a 3 Step Process.
The Cloudiway platform is automating the upload of the PST files to Office 365..
For the complete Microsoft documentation, follow:
Go to https://compliance.microsoft.com/homepage
On the left side menu, click on Information Governance.
On the Information Governance page, click on Import, then click on New Import Job:
Give your job a name and click next.
Then select Upload your Data and click next:
Click on Show Azure SAS URL, copy its value.
Paste it in your target PST Import connector in the Cloudiway platform.
You can leave the Import data page open (in case you need to copy the SAS URL again) or click Cancel to close it.
Upload the PST files to the blob storage using Cloudiway platform:
From the archive user list, select the users and click Start
When the migration is completed, proceed to step 3.
Once your Cloudiway migration jobs are done on the Cloudiway platform, which means that your Google Vault PST Imports were uploaded successfully into the Azure Blob Storage, come back to this page:
Check on I’m done uploading my files and I have access to the mapping file
The next step is to upload the mapping file.
Generate the following csv file:
Workload,FilePath,Name,Mailbox,IsArchive,TargetRootFolder Exchange,,Export_lea@email.com-1.pst,email@example.com,FALSE, Exchange,, Export_bob@email.com-1.pst,firstname.lastname@example.org,FALSE, Exchange,, Export_john@email.com-1.pst,email@example.com,FALSE, Exchange,, Export_adm@email.com-1.pst,firstname.lastname@example.org,FALSE, Exchange,, Export_rob@email.com-1.pst,email@example.com,FALSE,
In the following line, the format is
Exchange,,Export_<source email address>-1.pst,<target email address>,FALSE,
For example, if the source email address is firstname.lastname@example.org, the platform will export the archive and upload it with the following name: Export_lea@email.com-1.pst
Once you have your mapping table, upload it and validate it on this page:
This step above can only be done after finishing the migration jobs on the Cloudiway platform.
Click on Next and then Submit.
Once you reach this step, you will have to wait for Office365 to finish the job. Once done, the status will show “Import Completed”.
Check the job and then click on Import to Office 365
Click on “No, I want to import everything.” And then click Next
Once you submit the job, you will have to wait for it to complete.
Once completed, your items will appear in your Archive Mailbox.
6.3. Other target connector configurations
It’s possible to migrate Google Vault archives to any other target, even if archiving isn’t supported. The Vault items will simply be placed directly into the target inbox, without being placed in a specific archive folder.
Follow the steps in the previous section to create the basics of your target connector, then check below for specific details.
If autodiscovery is active, the Server Name field doesn’t need to be filled. Make sure you select the right server version from the dropdown list.
The admin login is in UPN format.
This Cloudiway connector will use the Cloudiway migration service account. Read more 5.6 G Suite —set up permissions for the Cloudiway service account
6.4. Check the global settings before migration
If you’ve already set up any other mail migrations on the Cloudiway platform, you have probably already configured the global settings according to your needs, and you can probably leave alone.
As these settings are global, changing them for a Vault migration will change them for all other migrations running concurrently. In addition, Vault data is less varied than an inbox, with no calendars, contracts or trash to migrate. Therefore, only a few global settings can apply to a Vault migration, so it’s unlikely that you’ll need to do any further configuration to the global settings.
However, if required, you can use the date and timestamp settings (in UTC) to choose particular dates of emails that should be migrated. For example, if you wish to migrate only the past three years of a Vault which has been active for five years, you can specify the date range here. Make sure that you check these settings before performing any other migrations later on, and that you don’t run any other migrations requiring different dates during Vault migration.
The Convert Email Address option can be used during Vault migration and is active by default. It rewrites email addresses found in the header and replaces source email addresses with their corresponding target email addresses.
The Convert X500 Address is not used for Gsuite or Vault Migration (it’s used only when the source is Exchange or Office 365).
For example, email@example.com sends an email to firstname.lastname@example.org. A week later, after migration, email@example.com replies to Bob. The Cloudiway platform has already updated the SMTP header in Bob’s original email in her inbox, so her reply will be sent to firstname.lastname@example.org. How does it do this?
6.5. Import or create your users
There are a number of ways to add users that you wish to migrate. These include:
6.5.1 Option 1: CSV import
You can upload a user CSV file to Cloudiway. It must have the following fields in the header row:
Many browsers limit CSV file uploads to 5000 lines. Larger files can be split and uploaded separately. Data already uploaded will not be overwritten, so you can upload as many files as needed.
The BatchName field can be left blank. If required, you can use this field to name different batches so they can be run in a certain order. A sample CSV file is available for download during the steps below.
6.5.2. Option 2: Import Users tool
Cloudiway’s Import Users tool helps you to retrieve users from your source. The functionality works via Identity Access Management. The tool requires you to specify any transformation rules you wish to apply. It will then add new users in the Mail Migration User List view within the Cloudiway platform. This is an advanced tool that is best used in partnership with Cloudiway consultants. If you are interested in using this option, please get in touch with your Cloudiway contact.
6.5.3. Option 3: Single user creation details
Many of our customers create a single user for testing. This lets you watch the migration process without affecting all users. Single users can also be created for migrations affecting just a few users.
6.6. Activate and monitor your migration
Now that you have performed all the pre-migration steps within your remote systems and within Cloudiway, you’re ready to migrate. We recommend you run a test migration on a single user first to check that your configuration produces the outcome you expect.
To start your migration, select the users or batch you wish to migrate and click on the Start button. Your batch will be scheduled and will begin as soon as resources are available.
The Cloudiway platform currently does not support delta passes on Vault migrations. You should plan to migrate all of this data in a single pass. We anticipate supporting delta passes on Vault migrations in the future. Contact your Cloudiway Sales Manager for any updates.
Cloudiway provides an extensive knowledge base with many resources, including common error messages, video guides and downloads.
Please visit the entire knowledge base here (where you can search for keywords or read through topics): https://kb.cloudiway.com/
The knowledge base also contains information on how you can ask for further support, should you require it.