From Google Vault File Archives

Overview:

  1. Google Vault File Archives Migration
  2. File migration scope
  3. Pre-migration configuration
  4. File Archives Migration Procedure
  5. File Preprocessing and Migration
  6. Troubleshooting

 

1. Google Vault File Archives Migration With Cloudiway

Migrating from Google Vault Archives is a specific procedure, whether you’re migrating to SharePoint, OneDrive, or Blob storage. this guide is to migrate Vault Files, if you want to migrate Vault Mail Archives, please refer to this guide:

Admin Guide: Mail Migration – from Google Vault mail archives

The Cloudiway file migration platform ensures that your file migration runs smoothly and quickly.

File migration is performed in four steps:

  • Create the connectors
  • Import your user list
  • Perform preprocessing (admin access and target resource creation)
  • Migrate

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

1.1. Performance & Security

For more security information, please refer to this article.

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

1.2. License Management

You need a Cloudiway archive license to migrate your Vault archives. For more details regarding the license management, check out this page and contact us.

1.3. Delta Passes

Delta migration is a Cloudiway functionality that allows you to migrate incrementally. Changes are migrated during delta passes. Deletions are not propagated. Learn more.

1.4. Support

Although we provide support for our products, we do not provide support for third-party products such as PowerShell or server administration of Microsoft or Google products.

 

2. File migration scope

2.1. What is migrated

You will find the list of what can be migrated from Google Vault (Google Drive) on this page: File migration tool.

By default, the product migrates only the permanently deleted items. You can change this option in the connector (see below).

2.2. 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 or Office 365.

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

 

3. Pre-migration configuration

3.1. 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 the migration. This ensures full security and simplicity.

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.

Name Description Location
Cloudiway login Stores details and provides
communication between the
systems you already use.
https://portal.cloudiway.com
Help center Our extensive help center is
always accessible, with videos,
troubleshooting tools, samples and
more.
https://help.cloudiway.com
Google Vault Admin console This is where administrators manage Google services for people in an organization. https://admin.google.com
(to Sharepoint, OneDrive, Blob storage)

SharePoint
administrator
account

It has to be the primary SharePoint admin 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 the steps below to help you set up an account if you don’t already have one.

4. File Archives Migration Procedure

4.1. Create Your Connectors

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. 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 from this page to configure your connectors.

Create your Connector of type Vault, and select File product:

Google Vault New Connector

Click on NEXT, in Configuration:

Vault File Migration Configuration

  • Migrate deleted items: This option makes the engine process only files that are removed from the trash (Archived items).
  • Migrate All Google Chats and Hangouts/Google Talk Messages: This option concerns the Mail Migration.

Review and complete the source connector creation. Follow the steps in the connector page to create the target Office 365 or Blob storage connector.

 

4.2. Import or create your users

Once creating the Vault source connector and the target connector (Can be Office365 or Blob Storage), you can import or create your users.

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

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

Regardless, each user will need to be assigned a license type — Trial (limited to 100 MB), or Standard. 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.

Option 1: CSV import

If you have a CSV file of all your users, you can upload the file to Cloudiway.

How To Fill The Users/Groups CSV File?

1.Ensure you’re still in the File Migration area of portal.cloudiway.com and go to Files > Archive

File Archive

2. Click on Manage on the action bar and select Import
Files Migration User List Import

3. If required, click on Download sample CSV and add your users to the CSV file.

How To Fill The Users/Groups CSV File?

4. When you have a complete CSV file with the correct headers, click on the BROWSE button.

5. Locate your CSV file within your own file system, and select it.

6. Select the appropriate connectors in the Source and Target fields

Upload CSV

7. Click on the UPLOAD button
If you see any error messages, check your CSV file, and try uploading again.

8. Once the CSV file format is correct, you will see a confirmation message.

 

Option 2: Get List

Cloudiway’s Get List tool helps you to retrieve users from your source tenant.

Go to Migration, select Get List.

Migration Get List

The tool requires you to enter the Source and Target Pool.

File Migration Get User List

Then to specify:

  • The Target Recipient Type: OneDrive, SharePoint, or Teams.
  • The Matching Rule:
    • Mail Exact Match: the source email = the target email (bob.marley@sourcedomain.com > bob.marley@sourcedomain.com)
    • Keep Email Prefix Same as Source: only the domain name changed (bob.marley@sourcedomain.com > bob.marley@targetdomain.com)
    • FirstName.LastName (i.e. bob.marley@targetdomain.com)
    • F.LastName (i.e. b.marley@targetdomain.com)
    • FLastName (i.e. bmarley@targetdomain.com)
    • LastNameF (i.e. marleyb@targetdomain.com)
  • The Target Domain.

It will then add new users in the User List. This is an advanced tool that is best used in partnership with Cloudiway consultants.

Note: you can monitor the progress of this task in the User List: Get List Logs.

File Migration Get List Logs

Option 3: Single user creation

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.

Click on MANAGE > Create User and enter the following details:

Single User Creation

Fill in all details for a new user, then click OK to add the new user to the Archive Migration / User List. Repeat the process for any more users you’d like to create.

 

5. File Preprocessing and Migration

5.1. Perform Preprocessing

Now that your Cloudiway connectors are set up, and the audit successful, 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.

  1. From the User List area, select the users to preprocess (you can use the checkbox at the top of the list to select all)
  2. From the action bar, click on MIGRATION, then PreProcessing, the status change to FilePreProcessing Scheduled
    File PreProcessing Scheduled
  3. For updates, you can refresh the page, status should be updated to success
    Preprocessing Success

 

5.2. Activate and monitor your migration

Now that you have performed all the pre-migration steps within your tenants and 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 and click on MIGRATION, then Start button. Your batch will be scheduled and will begin as soon as resources are available.

Start File Migration

Don’t forget that Cloudiway migration platform supports delta passes and that migrations are therefore incremental; every time you restart the migration, 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.

You can monitor your migration from the dashboard, link in the side menu. The default screen contains an overview of your migration, including the status of all users, how many files have been migrated (FILE SUCCESS), the total, failure, etc.

File Migration Dashboard

If you require more information, you can click on any of the files in the User List. You can Edit, see the Logs, and Statistics.

File Migration Statistics

 

6. Troubleshooting

Cloudiway provides an extensive help center with many resources, including common error messages, video guides: https://help.cloudiway.com/

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

If you didn’t find a response in this admin guide neither the help center, you could send a ticket from the HELP menu, then Support.

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