Migrate from Dropbox to Zoho WorkDrive

Migrate from Dropbox to Zoho WorkDrive

With Zoho WorkDrive's advanced file management and collaboration features, teams can work together more efficiently. If you're currently using Dropbox and want to migrate your data to Zoho WorkDrive, this migration guide will help.



IdeaImportant Things to Know

1. Which plans support the migration?
For WorkDrive: All WorkDrive Team plans (Starter, Team, and Business) support the migration. WorkDrive's Individual plan does not support the migration.
For Dropbox: Dropbox Business, Business Plus, Standard, Advanced, and Enterprise plans support the migration.

2. Are there any migration prerequisites?
Yes, there are migration prerequisites to ensure a smooth transition from Dropbox to WorkDrive.
      1. Export members from Dropbox
      2. Update the exported .csv file
      3. Invite Dropbox users to WorkDrive


3. How can I start the migration?
  1. The Super Admin or an Admin of the WorkDrive account has to raise a request for migration.
  2. Once we have the requirements, we will enable the migration tool in their WorkDrive account. The Super Admin or Admins will be able to see the migration tool in their Admin Console, and they can start the migration from there. 
Note : The Super Admin or an Admin who initiates the migration will become our point of contact for all migration related activities and issues.

4. What will happen to my data in Dropbox after migration?
We don't perform any delete operations, all your data in Dropbox will remain intact even after migration.

Note: Please carefully read all the details given below before you proceed with your migration.

What's migrated

  1. All your personal files under the Everything Else section in Dropbox will be migrated to My Folders in WorkDrive.

  2. Every Team Folder in Dropbox will be migrated as a separate private Team Folder in WorkDrive.

  3. For Team Folders, there are no administrators in Dropbox; but in WorkDrive, at least one Team Folder Admin must be present. So, during migration, the person who runs the migration will automatically become the Team Folder Admin in WorkDrive. This applies even if there is no member in a Team Folder on Dropbox.

  4. If a member is part of more than one Group in a Team Folder, the member will be migrated with the highest access permission among all groups to WorkDrive.

Migration Limitations

  1. Migration of share permissions (both internal & external) on files and folders is not supported yet. Files and folders under Sharing (shared with you) will not be migrated.

  2. Migrating your data to WorkDrive is not possible if there are more than 10,00,000 (1 million) folders, including subfolders, per user in your Dropbox account.

  3. Folders created under App by other applications that are integrated with Dropbox will not be migrated to WorkDrive. Even if you upload or create some files in a App folder, those files will not be migrated.

  4. Individual files exceeding 25 GB cannot be migrated.

  5. Google native documents (.gdoc, .gsheet, and .gslide) will not be migrated.

  6. Documents and folders from Papers will not be migrated to WorkDrive.

  7. Documents from Showcase will not be migrated.

  8. Data collected from File requests will not be migrated.

  9. Migration per user per service can only be done once.
    1. Any data added to Dropbox post migration cannot be migrated again to Zoho WorkDrive.
    2. Duplicate entries will be not allowed for migration in both Dropbox and Zoho WorkDrive, i.e., neither data from multiple Dropbox accounts can be migrated to a single WorkDrive account, nor data from a single Dropbox account can be migrated to multiple WorkDrive accounts.
Notes
In a Dropbox Business team, team admin or user management admin can transfer a deleted team member’s files and folders to another member. You have to transfer the data before you migrate members to WorkDrive.

  1. Folder created time is not available in Dropbox, so any folders that are migrated to WorkDrive will only have the migrated time as as the created time.

  2. File created time is not available in Dropbox, but Last modified time is available and will be migrated as created time to WorkDrive.

  3. If you've shared files with other team members and they've made some changes recently, the last modified user details will not be migrated.

  4. Currently, we don't support migration of Groups from Dropbox. Groups added to Team Folders in Dropbox will not be migrated to WorkDrive. Only the members of those Groups will be added individually to the corresponding Team Folders in WorkDrive with the same permission on their Groups.

  5. Currently, our migration tool does not support the automatic conversion of Microsoft file formats (Word, Excel, PowerPoint) to Zoho native formats (Writer, Sheet, Show). To convert these files, you will need to manually switch them to the Zoho format after migration.

Migration Prerequisites

1. Export members from Dropbox
Only the Dropbox Admins can export member data as a .csv file from the admin console.  From the Dropbox Admin console, click Members > Export member data > Start export . The file will be as a .csv file.  See documentation

2. Update the exported .csv file



Once downloaded, you must update the exported CSV file to map Dropbox users to WorkDrive.
  1. Open the exported CSV file in a spreadsheet app.
  2. Copy the 'Email address' column and paste it into a new column at the end.
  3. Rename the new column header to "WorkDrive Email Address".
  4. In the new column, update the WorkDrive email address correctly to map to the corresponding Dropbox email address.

    Note: If the email address for the user in WorkDrive is different from their Dropbox account, then make sure the WorkDrive email address is correctly updated, corresponding to its Dropbox email address in the CSV file you import to WorkDrive.

  5. Once the changes have been made, save the file again in CSV format.
    This CSV file will be used for user mapping later in the migration process.
3. Invite Dropbox users to WorkDrive
The Super Admin or WorkDrive Admins should invite Dropbox users to join their WorkDrive account. Only active users can be migrated into WorkDrive. An active user is one who has joined a WorkDrive account and is not in an inactive, suspended, or deleted state. See documentation

Note : Only the Dropbox Team Admin can authorize Dropbox to link to WorkDrive.


Migration Steps

Alert
Important: Before you proceed to the migration steps, make sure you have covered the prerequisites in Dropbox and WorkDrive.
  1. Log in to your WorkDrive account as an Admin or the Super Admin.

  2. Click Admin Console in the bottom-left corner of your WorkDrive account.
    The Admin Console page will open in a new tab. Dashboard will be selected by default.

  3. Click the Migration tab in the left panel to open the migration screen.

  4. Click GET STARTED in the bottom-right corner. A new screen will open.

  5. Under Migration Details, select Dropbox as the source provider, then provide a name for the migration.

  6. Click AUTHORIZE.

  7. Enter your Dropbox Admin credentials, then grant access to the WorkDrive app. A new screen will open.

  8. Click Browse to import the CSV file containing the exported Dropbox users or updated Dropbox users list.

  9. Click CONTINUE.
    The Mapped Users tab will be displayed by default. You can view the list of users from Dropbox and their corresponding WorkDrive details.

  10. Click the Unmapped Users tab to see a list of any unmapped users, along with their reasons.

    Note:     To map all users, make sure all users from your Dropbox account have joined and are active in WorkDrive.

  11. Click PROCEED. A new screen will open.

  12. Mark the required checkbox to send an email just to yourself or to all members once the migration is completed, then click CONTINUE. A new screen will open.

  13. Select Users or Team Folders, then click START MIGRATION.
    All mapped users from the imported CSV file or all Team Folders in your team will be automatically selected for migration.

    Note: You cannot individually select and migrate users.

    You will see the status of migration on your screen as it happens. This includes:
    1. Which users or Team Folders are being migrated
    2. Number of files migrated
    3. Total files
    4. Size of the migrated files

  14. Click View report next to a user's or Team Folder's migration status. (The report link will appear once their migration is complete)

    The user's or Team Folder's report will show you the following:
    1. Total files
    2. Migrated files
    3. Failed files
    4. Total folders
    5. Migrated folders
    6. Failed folders
    7. Total size

  15. If any files have failed to migrate, they will be listed under Migration Failures. You can view the file name and the reason for failure.

  16. Select the required files and click RETRY FAILED FILES. Alternatively, you can manually download these files from Dropbox and upload them to WorkDrive.

Download Migration Report

Once migration is completed for all users, you can download the overall migration report.

Click DOWNLOAD OVERALL REPORT at the top of the page. The migration report will give you a complete log of migration activities.

The migration report will be uploaded to the My Folders of the user (Admin or Super Admin) who initiated the migration. The report will be saved with the name "Migration report for <Migration name>" and shared with all team admins.


Create New Migration

If you have left some users out of the first migration, you can create a new migration to migrate those users at anytime.

Click Create New Migration in the top-right corner and follow steps 4 to 13 from above. You can switch between migrations you have performed so far by clicking the respective migration names at the top of the page.

Notes
  1. For single migration, you must upload the CSV file containing all your users (from exported Dropbox users or updated Dropbox users).

  2. For multiple migrations, you must upload a new CSV file for each migration containing only the required users (from exported Dropbox users or updated Dropbox users).

  3. You can only create a new migration after the successful completion of a previous migration, (i.e., all mapped users must be migrated first to create a new migration).

Role mapping in Team Folders

Dropbox
Zoho WorkDrive
-
Can Manage Team Folder Settings (Admin)
-
Can Manage Team Folder members and files (Organizer)
Can Edit
Can Edit (Editor)
Can View
Can View (Viewer)


If you have any questions or experience any trouble in your migration process, please contact WorkDrive support for more details.

WorkDrive support info:
  1. EU region: support@eu.zohoworkdrive.com
  2. All other regions: support@zohoworkdrive.com