Migrate your data from G Suite Drive to Zoho WorkDrive

Migrate from Google Workspace Drive to Zoho WorkDrive

With Zoho WorkDrive's improved file management and collaboration, teams can work together more efficiently. If you're currently using Google Workspace (formerly G Suite) Drive and want to migrate your data to Zoho WorkDrive, this migration guide will help.

Important Questions

Which plans support the migration?
All Team plans (Starter, Team, and Business) support the migration. WorkDrive's Individual plan does not support the migration yet. 

Who can manage the migration?
For Google Workspace: Super Admin
For WorkDrive: Admin or Super Admin

How can I start the migration?
1. The Super Admin or an Admin of the WorkDrive account must raise a request for migration.

2. Once we have the required data , 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 notifications.

What will happen to my data in Google Workspace Drive after migration?
We don't delete any data during the migration, so all your data in Google Workspace Drive will remain intact afterwards.

Migration Prerequisites

To initiate the migration process, you'll need to first complete a few actions in Google Workspace and WorkDrive.

In Google Workspace

Install Marketplace app

Go to https://workspace.google.com/marketplace/app/zoho_workdrive/304690418032 and select Domain Install to install the Zoho WorkDrive Marketplace application for your WorkDrive team.

Enable API access

Our migration tool will access Google Workspace through API access. The Google Workspace Super Administrator must enable API access in the Google Admin console.
  1. Go to admin.google.com.
  2. Click the Security tab and select API Controls.
  3. In the App access control section, click Manage Third-party App Access. A list of all the connected third-party applications will be shown.
In the list, you can find Zoho WorkDrive, if it has been configured.
Note: It may take some time for the application to be listed after configuration. If not listed immediately, you can manually add the list by the following actions:
  1. In the App access control section, click Manage Third-party App Access.
  2. Click Configure new app, and select OAuth App Name Or Client ID. This will open the Configure an OAuth app page.
  3. In the search box, enter 'Zoho WorkDrive' and click Search.
  4. From the options, choose Zoho WorkDrive and click Select.
  5. Check the boxes for the client IDs that you want to configure, and then click SELECT.
  6. On the next page, choose the access control you want to provide for the client IDs from the following options:
    Trusted: Can access all Google services
    Blocked: Can't access any Google service

  7. Click CONFIGURE.

Reference:

Export Google Workspace users

To export users:
1. From your Google Admin portal, go to Users.
2. At the top of the Users list, click Download users .
3. Choose to download all users.
4. Download the users list as a CSV file.

Update the exported CSV file

If you wish to map some Google Workspace users with different email addresses or users to WorkDrive, follow the steps below:

1. Open the CSV file exported from Google Workspace in a spreadsheet app.
2. Copy the Email Address column and paste it in a new column at the end.
3. Name the new column's header as " WorkDrive Email Address ".
4. Make necessary changes in the column, like the change of domain name or user name in the corresponding users' email address field.
5. Save the changes and download the file to your computer in CSV format.



In Zoho WorkDrive

Invite Users to WorkDrive

Only active users in WorkDrive can be migrated. An active user is the one who has joined a WorkDrive account and is not in a suspended or deleted state.

The Super Admin or the Admins in WorkDrive must invite all or required Google Workspace users from the exported Google Workspace users or updated Google Workspace users list in the CSV file, respectively, to join their WorkDrive account.

  1. If you forgot to add any Google Workspace users to WorkDrive before the migration, and wish to add them later, you'll need to perform a new migration for those users.

  2. Sharing permissions granted to such users will not be retained on any files and folders migrated earlier.

Limitations

General Limitations

  1. Each user can only be migrated once per service.

    1. Any data added to Google Workspace Drive post-migration cannot be migrated again to Zoho WorkDrive.

    2. Duplicate entries will not be allowed for migration in both Google Workspace and Zoho WorkDrive. For example, data from multiple Google Workspace accounts cannot be migrated to a single WorkDrive account, and data from a single Google Workspace account cannot be migrated to multiple WorkDrive accounts.

      Note: If you wish to move data from one Google Workspace user to another, you can transfer ownership of the user's files before migrating from Google Workspace to WorkDrive. Reference: Transfer ownership of Google Workspace Drive files

  2. External sharing permissions from Google Workspace files and folders will not be retained in Zoho WorkDrive.
  3. Users from different domains who migrate later will not retain sharing permissions on any files and folders migrated earlier, but sharing permissions on their personal files will be retained for the users migrated earlier.
  4. If users in Google Workspace did not join or were inactive in Zoho WorkDrive at the time of migrating their shared files or folders, they will no longer have access to those shared files or folders, even after joining or becoming active later in WorkDrive.
  5. Comments, revision history, and groups will not be migrated.
  6. File size more than 25 GB will not be migrated.
  7. Google native files (Docs, Sheets, and Slides) more 10 MB in size will not be migrated.
  8. A user's deleted and trashed files and folders will not be migrated.
  9. Files and folders synced to Google Workspace Drive from your computer via Backup and Sync will not be automatically migrated to WorkDrive.

    You can move subfolders from the section "Computers" to "My Drive" to migrate them to WorkDrive. To do this, open the folder tree in the left side of Google Drive, then drag and drop the subfolders from "Computers" to "My Drive."
    Learn more on Google Drive

    Note: You cannot move primary folders from "Computers" to your "My Drive."

  10. Mime types like `application/vnd.google-apps.map`, `application/vnd.google-apps.form`, and `application/vnd.google-apps.site` are not supported in WorkDrive—these are primarily Google Maps, Forms, and Sites data respectively.
  11. A folder cannot contain files with the same name. In such cases, WorkDrive will append filename (1).extn, at the end of the file.
  12. Filenames without an extension cannot be previewed in WorkDrive.
  13. When a shared resource is added to a user's My Drive in Google Workspace (through Add to My Drive), that particular file will be migrated to both the file's owner and the shared user. In this case, both will have a copy of the same file.
  14. Shortcut links in Google Workspace Drive will be stored as a copy in WorkDrive.

Shared Drive Limitations:

  1. All Shared Drives in Google Workspace will be migrated as private Team Folders in the first migration. You cannot migrate any Shared Drives later.
  2. Roles of Shared Drives will be replaced with corresponding Team Folder roles in WorkDrive.
  3. Sharing permissions of individually shared files and folders in Shared Drives will not be retained in WorkDrive.
  4. At least one member—either admin or member from a Shared Drive—must be mapped to WorkDrive to migrate that Shared Drive to WorkDrive.
  5. If an admin from Shared Drive is mapped, they will become the admin to the corresponding Team Folder in WorkDrive.
  6. If only a member of a Shared Drive is mapped, the Shared Drive will be migrated to WorkDrive with the Admin role assigned to the user who has created the migration.
  7. If no member from a Shared Drive is mapped, the Shared Drive will not be migrated to WorkDrive.
  8. Deleted Shared Drives will not be migrated to WorkDrive.

Migration Steps

Important: Before you proceed to the migration steps, make sure you have covered the prerequisites in Google Workspace 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 Google Workspace Drive Migration screen.



The WorkDrive migration tool will only be enabled based on a request from an Admin or the Super Admin of that WorkDrive account.

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


5. Under Migration Details, provide a name for the migration, then choose Google Workspace Drive as the source provider.

6. Click AUTHORIZE.

7. Enter your Google Workspace Super Admin credentials, then grant access to WorkDrive.

8. Click Browse to import the required CSV file containing the exported Google Workspace users or updated Google Workspace Users list.

9. Click CONTINUE to open a new screen for user details. The Mapped Users tab will be displayed by default. You can view the list of users from Google Workspace and their corresponding WorkDrive details.



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

  1. To map all users, make sure all users from your Google Workspace account have joined and are active in WorkDrive.

  2. If the email address for a user in WorkDrive is different from their Google Workspace account, then make sure the WorkDrive email address is correctly updated, corresponding to its Google Workspace email address in the CSV file. Refer Update the exported CSV file.

11. Click PROCEED . A new screen for Migration Settings will open.

12. To migrate sharing permissions on files and folder, check Enable sharing data to migrate . Uncheck it if you don't want to migrate the sharing data. Remember, this setting cannot be changed later.

Files in Google format (Docs, Sheets, and Slides) will be automatically converted to its corresponding WorkDrive format (Writer, Sheet, and Show).

Files in other formats, such as .docx, .xlsx, and .pptx, will be saved to WorkDrive in their original formats. These files can only be previewed. To edit these files, you'll need to convert them to WorkDrive format (Writer, Sheet, or Show), which will create a copy of the original file.


13. 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.



14. 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.

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


  1. You cannot individually select and migrate users or Team Folders.
  2. Click the Refresh icon on the right side to get the live status of migration.

15. 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
In case any files have failed to migrate, they will be listed under Migration Failures. You can view the file name, its Google Workspace link, and the failure reason.



Some common failure reasons include:
  1. File is marked as spam/virus.
  2. File is not available in the source service.
  3. No permission on the file. Contact the file owner for access. 
  4. Download restricted in the source service. Contact the file owner for access.

16. Select the required files and click RETRY FAILED FILESAlternatively, you can manually download these files from Google Workspace Drive and upload them to WorkDrive.

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



17. Click DOWNLOAD OVERALL REPORT at the top of the page.

The migration report will give you a complete log of the migration activities.

  1. 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.

  2. If you have left some users out of this migration, you can create a new migration to migrate those users at any time later.

18. Click Create New Migration at the top-right corner and follow the same steps from 5 to 17 given above.

You can switch between migrations you have done so far by clicking the respective migration name at the top of the page.

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

    For teams with users from
    different domains, single migration can be the only option to retain share permissions on files and folders. The uploaded CSV file must have all users compiled from the different domains.

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

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

Troubleshooting unmapped users

Here are the usual reasons for users being unmapped and their fixes:
  1. User's email address is invalid: Upload a new CSV file with the corrected email address and try mapping again.

  2. Duplicate entries found for the user: Upload a new CSV file with duplicate entries removed and try mapping again.

  3. Migration already completed for this Zoho/Google Workspace user (email address): Migration cannot be done again for the user.

  4. User is not part of Zoho: Make sure the user has signed up for Zoho and joined WorkDrive, then try mapping again.

  5. User is not a member of this WorkDrive team: Make sure the user is active in your team and try mapping again.

Role mapping (for reference)

Know the different types of folders and roles available in Google Workspace Drive and Zoho WorkDrive. This will help you use WorkDrive well after you migrate from Google Workspace Drive.

Roles
Google Workspace Drive
Zoho WorkDrive
File Access
Owner
Owner

Edit
Share/Edit

Comment
View and comment

-
View and fill

View
View
Folder Access
Owner
Owner

Organize, add, and edit
Organize/Edit

View
View
Shared Drive/Team Folder Roles
Manager
Admin

Content Manager
Organizer

Contributor
Editor

Commenter/Viewer
Viewer
Team Roles
Super Administrator
Super Admin

Administrator
Team Admin

Member
Team Member

If you have any questions or experience any trouble in your migration process, please contact us at support@zohoworkdrive.com.
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