Google Drive Migration

Overview:

  1. File migration with Cloudiway
  2. Security
  3. Performance
  4. File migration scope
    1. What can be migrated
    2. Migration considerations
    3. Audience
  5. Pre-migration configuration
      1. Before you start
      2. Pre-migration checklist
      3. G Suite — Set up permissions for Cloudiway service account
      4. Office 365 — Permissions
  6. Use the Cloudiway platform to migrate your files
    1. Create your source connector
    2. Create your target connector
    3. Import or create your users
      1. Option 1: CSV import
      2. Option 2: Import Users tool
      3. Option 3: Single user creation details
    4. Perform an Audit
    5. Perform Preprocessing
    6. Choose migration settings
    7. Activate and monitor your migration
  7. Troubleshooting

1. File migration with Cloudiway

Migrating from Google Drive is a straightforward process, whether you’re migrating to another Google Drive, or to SharePoint or OneDrive (or a mix of both). The Cloudiway file migration platform ensures that your file migration runs smoothly and quickly.

File migration is performed in four steps:

  1. Create the connectors
  2. Import your user list
  3. Perform preprocessing (admin access and target resource creation)
  4. Migrate

In addition, Cloudiway provides some configuration and monitoring tools so you can watch the progress of your migration. This guide explains all the steps required from start to finish.

2. Security

For more information about security, please refer to this article.

3. Performance

For more information about migration performance, please refer to this article.

4. File migration scope

4.1. What can be migrated

When migrating from Google Drive, all of the following items can be migrated:

  • Documents
  • Spreadsheets
  • Slideshows
  • Folders
  • Permissions
  • Uploaded files (eg: .pdf, .jpg)
  • Google Drawings

4.2. Migration considerations

Migrating from Google Drive a straightforward process. All data can be migrated without any changes to the source structure or permissions. Any users with permissions will need to be listed in a mapping table in order for their permissions to be migrated.

4.3. Audience

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.

If you are concerned you might have any difficulty completing these steps, please consider a solution with our consulting team, contactable via presales@cloudiway.com. This will ensure a fast, cost-effective and stress-free implementation.

5. Pre-migration configuration

5.1. Before you start

For programmatic access, Modern Authentication in SharePoint must be disabled.

Also, the migration account (both at the source or target) must not authenticate using SSO or MFA (Multi Factor Authentication).
You must define a migration account that bypasses SSO (authenticate natively in Google and Office 365) and without MFA activated.

Before you start, you will need to ensure you have the details outlined in the following table.

Name Description Location
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 and
more.
https://kb.cloudiway.com
SharePoint
administrator
account
This doesn’t have to be the primary
SharePoint admin account. It does
need to be a user account with
permissions to the SharePoint site
collection.
 We recommend you create a migration
account especially for migration. After
all migrations are complete, simply
delete this account. We provide steps
below to help you set up an account if
you don’t already have one.

 

5.2. Pre-migration checklist

To ensure successful migration, we recommend that you follow the checklist

Prepare any mapping tables for users and groups in CSV format, ready to upload later on.

You need a tenant administrator account to setup the permissions.

5.3. G Suite — set up permissions for Cloudiway service account

  1. Go to https://admin.google.com and log in with your Admin console credentials
  2. Click on Security, then Advanced settings (you might need to click on Show more to see this)
  3. Click on Manage API client access
  4. In the Client Name: paste 114818336788408865729
  5. Click on the One Or More API Scopes field and add the following scope:
    https://www.googleapis.com/auth/drive.readonly

    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.

  6. Click on the Authorize button
  7. You can check that the scopes were successfully registered by looking for the names next to the client ID you paste
  8. Now, navigate to Security > API Reference > API Access and ensure that ‘Enable API Access’ is checked. 

5.4. Office 365 — Permissions

By default, only an individual user has access to his or her OneDrive. Even administrators of the tenant do not have access to users’ OneDrives. Cloudiway takes care of the complex tasks of provisionning OneDrives and setting up  permissions.

PreProcessing and Migration use a mix of Graph Apis and CSOM calls.

CSOM:

The migration account must be SharePoint administrator. (in particular to provision the OneDrives and give itself permissions to the OneDrives because the administrator of the tenant can grant themselves permissions to individual drives).

Graph APIS:

Graph API calls require application permissions on Files.

In particular it requires:

  • Read.All at the source.
  • ReadWrite.Alls at the target.

Please follow this KB article to see how you can generate your App ID and App Secret:
https://kb.cloudiway.com/article/azure-apps-registration/

6. Use the Cloudiway platform to migrate your files

6.1. Create your source connector

For Cloudiway to migrate your files, it 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 source tenant you wish to migrate and each target tenant that files should be migrated to. Follow the steps below to configure your connectors.

  1. From your browser, go to https://apps.cloudiway.com and login

    You can choose to manually set up your connectors, or you can use the simpler process of the wizard. The steps below will walk you through the manual process.
  2. Click on File Migration on the left, then Sources
  3. Click on the + New option on the action bar at the bottom of the screen
  4. Click on Google Drive and type a meaningful name in Connector name
  5. Click on the Create button
  6. Click on the Save button at the bottom of the screen

6.2. Create your target connector

The Cloudiway platform needs to communicate with both your source and target destinations in order to migrate your data. You have a choice of targets, including Google Drive, OneDrive and SharePoint.

In addition, you can migrate to a mix of both OneDrive account and SharePoint sites. You must set up a target connector for each type of target you wish to migrate to.

  1. Click on File Migration on the left, then Targets
  2. Click on the + New option at the bottom of the screen
  3. Choose the type of target connector you wish to use and type a meaningful name in Connector name
  4. Click on the Create button
  5. If you’ve chosen a Google Drive connector, paste in your service account email and upload the service account private key, just as you did for the source connect: you can now skip to the next section
  6. If you’ve chosen a OneDrive target, enter the name of your tenant (to create the target URL)

Name of the tenant: enter the name of your tenant (ie cloudiwaylab), not cloudiwaylab.com or cloudiwaylab.sharepoint.comFilling this field automatically fills the URL field. 

Server Region: Most of the time, keep the default value “Worldwide” except if you have a China, German or US Governmental tenant. 

Domain Name: Enter the name of your primary domain. 

Migration User: A sharePoint administrator account ( for permissions to run CSOM calls). 

User Password: The password of the migration user. This is stored encrypted in EAS 256. 

Client ID / Client Secret: Graph API client ID and secrets with permissions to access, groups, users and sites. 

See this article for creating the application : https://kb.cloudiway.com/article/azure-apps-registration/ 

NOTE: Remember, it’s possible to migrate to a mix of both OneDrive accounts and SharePoint sites. If you plan to migrate to both, you will need to create a connector for each target (OneDrive and SharePoint). If, for example, you have two separate SharePoint sites, create a connector for each. Repeat the steps above to create multiple connectors.

6.3. Import or create your users

In order to migrate permissions associated with every file migrated, you can upload your list of users to a mapping table. There are a number of ways to add users to the mapping table. These include:

  • CSV file upload;
  • Cloudiway’s Import Users tool (using IAM); and,
  • creation of single users.

Regardless, each user will need to be assigned a license type — Trial (limited to 100 MB), Standard, or No License (used for adding users to your mapping table so it’s complete before migration starts). The Cloudiway platform queries your user list (mapping table) when migrating each file so that the correct permissions can be migrated too. It’s therefore important that your user list is fully complete before starting any migration.

6.3.1. Option 1: CSV import

If you have a CSV file of all your users, you can upload the file to Cloudiway. The file must have the following fields in the header row:

FirstName;LastName;SourceEmail;TargetEmail;BatchName

Note that many browsers limit CSV file uploads to 5000 lines, so files larger than that should be split up and uploaded separately. Data already uploaded will not be overwritten, so you can upload as many files as required.

You might also wish to upload multiple CSV files depending on license type. For example, if some users don’t have a OneDrive but do have files shared with them, you could upload them all within a single CSV file and apply the ‘No license’ option in one go, then upload all OneDrive users and assign the relevant license.

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 outlined below.

  1. Ensure you’re still in the File Migration area of apps.cloudiway.com and go to User List
  2. Click on Manage on the action bar at the bottom and select Upload CSV
  3. If required, click on Download sample CSV and add your users to the CSV file using the sample headers (FirstName;LastName;SourceEmail;TargetEmail;BatchName)
  4. When you have a complete CSV file with the correct headers, click on the Upload button
  5. Locate your CSV file within your own file system, and double-click on it to select it
  6. Select the appropriate connectors in the Source and Target fields
  7. Select the license type from the License drop-down list
  8. Click on the Upload button
    If the CSV file format is not correct, you will see an error message on your screen:
  9. If you see any error messages, check your CSV file to ensure it has five columns, each with a separator (including the last) and try uploading again
  10. Once the CSV file format is correct, you will see a confirmation message at the top of your screen:
  11. Check your email. When you have received confirmation that the upload has been completed, you can refresh the Cloudiway platform to display your imported users

6.3.2. Option 2: Import Users tool

Cloudiway’s Import Users tool helps you to retrieve users from your source tenant. 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 File 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.

6.3.3. Option 3: Single user creation details

Many of our first-time customers create a single user for testing purposes. This provides a means of watching the migration process without affecting all users.

Single users can also be created for migrations affecting just a few users. This is especially useful if you wish to specify different migration locations for individual folders within a OneDrive account.

For example, if you wish to migrate a project folder in Bob’s OneDrive to a SharePoint site and all his other files to OneDrive, you would create an additional user called Bob and specify the target connector as the SharePoint connector you created earlier. Instead of adding Bob’s source and target email addresses, you would add the OneDrive folder name to be migrated after the email address in the Source Email field and the full SharePoint list URL in the Target Email field.

Migrating to different places requires a particular order during migration to avoid files being migrated to the wrong location. For further information, please get in touch via presales@cloudiway.com.

  1. Go to the User List of the File Migration menu
  2. Click on Manage on the action bar and select Create Single to display the following screen:
  3. Fill in all details for a new user
  4. Click on the Create button
    The new user will be added to the File Migration / User List screen:
  5. Repeat steps 1 to 4 for any more users you’d like to create

6.4. Perform an Audit

Cloudiway’s audit tool builds a list of all Google Drive IDs and their respective owners, as well as the file location. It also detects Google Drive folders that are heavily shared and that are de facto good candidates for being migrated to SharePoint Online.

You can use the audit results to decide whether you wish to migrate any folders to SharePoint Online. and if so, you can specify the site collection and document library for each folder to be migrated. Within document libraries, folder structures are entirely recreated.

Remember, these folders with specific destinations on SharePoint Online would need to be migrated prior to the general migration because Cloudiway only migrates a file once. Therefore, any folders with alternative targets will take priority.

  1. From the User List area of the Cloudiway file migration platform, select the users to audit (you can use the checkbox at the top of the list to select all, which we recommend)
  2. From the action bar at the bottom of the screen, click on Migration, then Audit
    A message will appear in green to show that the audit has successfully started:
  3. To watch the progress of an audit, click on Dashboard on the left

    For updates, you can refresh the page, or see further details per user on the User List page (read on for further information on how to use the monitoring tools).

6.5. Perform Preprocessing

Now that your Cloudiway connectors are set up, you can run the preprocessing task. The task can be run more than once if required. When Google is used as the source, it verifies that the mapping list matches the accounts declared in Google. When OneDrive is both the source and target, the preprocessing task:

  • checks credentials (login details, App ID, App Secret, AppRealm) in the source and target;
  • provisions each OneDrive if it doesn’t already exist in the target; and,
  • grants permission to the admin user to access each OneDrive in the source and target.
  1. From the User List area of the Cloudiway file migration platform, select the users to preprocess (you can use the checkbox at the top of the list to select all)
  2. From the action bar at the bottom of the screen, click on Migration, then PreProcessing
    A dialogue box will appear to confirm the preprocessing request:
  3. Click on the Start button to commence preprocessing
  4. To watch preprocessing progress, click on Dashboard on the left

    For updates, you can refresh the page, or see further details per user on the User List page (read on for further information on how to use the monitoring tools).

6.6. Choose migration settings

You can choose whether or not to migrate metadata during migration. The following metadata elements can be migrated:

Created By Email of the author of the file
Created DateTime Date & time of file creation
Modified By Email of the last user that modified the file
Modified DateTime Date & time of the most recent file edit

You can also choose whether a file at the target should be kept if a file at the source has an identical name. For example, if menu.docx exists at both the source and target OneDrive, you can choose to discard the file at the target and replace it with the file from the source. If you choose to retain the file, it will be appended with _old, so our example would become menu_old.docx.

This is useful when a user has manually migrated his files manually and started to use them in the target. Without this option, changes in the target would be overwritten by the source

Any files that exist in the target that don’t match file names from the source are always retained.

  1. From the same File Migration area of https://apps.cloudiway.com, click on Global Settings

    By default, Migrate Permissions is set to ONKeep existing files in the target will be set to OFFMigrate All Files : When migrating Google Drive documents, the entire drive will be migrated to the target. Be carefull because shared documents will be duplicated. We do nto recommand using this option.

    1. To edit these settings, click on the Edit option at the bottom of the screen and make the changes you require
    2. Click on Save to register your changes.

6.7 Activate and monitor your migration

Now that you have performed all the pre-migration steps within your tenants 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.

Don’t forget that Cloudiway migration platform supports delta passes and that migrations are therefore incremental; every time you restart the migration of a OneDrive, only items that haven’t already been copied to the target — or that have been changed since they were copied to the target — will be migrated. The platform therefore does not duplicate items in the target.

You can monitor your migration from the dashboard. The Dashboard is available from the Cloudiway File Migration platform. The default screen contains an overview of your migration, including the status of all users, how many files have been migrated, and how many users are left to migrate.

You can click on the Details, Error and Search tabs in the top right corner if you require more detailed information, as well as use the Export option at the bottom of the screen to save your data as a CSV file.

On the Details tab, each user is listed along with the progress of their migration. You can sort the columns to suit your needs, and the columns can be resized.

You can also click on any of the rows to see the log for each migration. Note that the log contains two tabs – Statistics, which is display by default, and Error Items.

The Error tab in the top right corner displays user migrations which might need further attention due to fatal errors or some failures.

The Search tab provides a means for searching for a file based on its name or ID. Partial searches for both are acceptable, and the top five results will be displayed.

7. Troubleshooting

Cloudiway provides an extensive knowledge base with many resources, including common error messages, video guides and downloads.

Please visit the file migration knowledge base area here:

http://kb.cloudiway.com/category/faq-cloudiway/cloudiway-migration-products/files-migration/

Please visit the entire knowledge base here (where you can search for keywords or read through topics): http://kb.cloudiway.com/

The knowledge base also contains information on how you can ask for further support, should you require it.


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