Google Shared Drives to SharePoint Online Migration Guide

This article outlines the workflow for migrating Google Shared Drives to SharePoint Online document libraries. This migration scenario uses the Shared Document License type. We are not able to support migrations with 2-factor or multifactor authentication. The SharePoint Online destination endpoint does not support GCC High migrations.

Additional scenarios with known behavior and limitations are described at the end of this article.

First time?

If this is your first time performing a migration, we have created a Migration Planning & Strategy Guide to walk you through planning, set-up, and general migration best practices. If you have never performed a migration before, we suggest reading that before beginning the steps outlined in this guide. 

MigrationWiz

MigrationWiz is a migration tool, not a syncing tool. We do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction. 

The maximum size of an individual file that can be migrated is 60GB.

Which items are and are not migrated?
Migrated
  • Files
  • Folders
  • Permissions
  • Versions (up to 25)
  • Metadata
    • File/Folder name
    • Modified (based on the modified date of latest version migrated)
    • Modified by
    • Created (based on the created date of latest version migrated)
    • Description is migrated to ‘Title' column at destination. Migrated value is limited to the existing character limit of the 'Title’ field.
    • ‘Creator’ metadata is migrated but in some cases this value may not be accurate. This is a current limitation without a workaround.
  • Shortcuts are migrated as a .URL file to the destination document library - if the target file exists within same shared drive. Shortcuts are to be migrated as a subsequent migration step, after migrating all relevant documents & permissions.
  • Migrations of over 15GB are now supported, but this must be set up in Advanced Options. These settings will prevent timeout errors when a Speedster import takes more than 10 minutes to complete.
    • Set LargeFileMigrations=1
    • Set LargeFileMigrationsTimeout=7200000
      • 7200000 value is an example; time is measured in milliseconds
Not Migrated
  • For some Google proprietary format files (e.g. Docs, Sheets, Slides), Google allows you provide a custom name for a version of the file. Such version names are not migrated.

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  • Minor revisions available for Google proprietary format files are not migrated.
  • Google Sites, Maps, and Apps Script files are not supported.
  • Embedded video/hyperlinks in Google docs, sheets, or slides may not be migrated accurately when these Google proprietary files are converted to Microsoft 365 format.
  • .TMP files are not supported.
  • Shortcuts will not be migrated if target file doesn’t exist at the destination.
  • Versions are not supported for Google forms.
  • Versions of Google drawing files (converted to images) are not migrated accurately. All migrated versions may display the same content as that of latest version. This is due to a current API limitation and does not currently have a workaround. 
  • Links giving access/Link sharing

Prepare the Source Environment

Set up the Google service account and API scopes

Create a Google Project

  1. Go to the Google Cloud Platform (GCP) Console and sign in as a super administrator. Choose one of the options below:
    • If you haven't used the Google Cloud Platform Console before, agree to the Terms of Service and click Create Project.
    • If you have used Google Cloud Platform Console before, at the top of the screen next to your most recent project name, click Down to open your projects list. Then, click New Project.
  2. Enter a project name and click Create.

Enable APIs for the Service Account

  1. From the Google Cloud Platform Console, click Menu > APIs & Services > Library.
  2. Enable the following APIs by selecting the specific API and clicking Enable.
    Repeat for each API listed below:
    • Google Drive API
    • Admin SDK

Create the Customer Tenant Service Account

  1. From the Google Cloud Platform Console, click Menu.
  2. Click IAM & Admin.
  3. Click Service accounts.
  4. Click Create Service Account and enter a name.
  5. Assign the role of Owner to the new Service Account by selecting Owner from the Role dropdown menu.
  6. Click Done to complete the service account creation.
  7. On ‘Service accounts' page, click the vertical ellipsis under 'Actions’ column for the service account created above. 
  8. Click Create key.
  9. Make sure that JSON is selected and click Create.
    • Make sure that you download the key as a JSON file and make a note of the name and location of the file. This JSON file will be used when setting up the source endpoint in the migration project.
    • The JSON file must contain information in the following fields: “type”, “private key”, and “client email”. If these mandatory fields are empty, the file upload during the endpoint creation process will fail.

Setting the Scopes for the migration

  1. From the Google Cloud Platform Console, click Menu.
  2. Click IAM & Admin.
  3. Click Service accounts.
  4. Find the service account that was set up in Step 3.
  5. Find the Unique ID field for that service account and copy the ID number. This is the Client ID number that will be used in a later step.
    1. This field often needs to be added to the view. Click on the Column display options button and add a checkmark to Unique ID, then click OK.
    2. This Client ID should be considered as confidential as Administrator account passwords and handled securely.
  6. Go to the G Suite admin page at admin.google.com
  7. Click on Security.
  8. Click API Permissions.
  9. On the API Controls page, locate section Domain-wide delegation.
  10. Click Manage domain-wide delegation.
  11. Click Add new.
  12. In the Client Name field, enter the Service account Unique ID.
  13. For OAuth scopes, enter the scopes listed below:
    1. https://www.googleapis.com/auth/drive
    2. https://www.googleapis.com/auth/admin.directory.group.readonly
    3. https://www.googleapis.com/auth/admin.directory.user.readonly

    4. https://www.googleapis.com/auth/admin.directory.domain.readonly

  14. Click Authorize.

Source Shared Drive membership permission requirements:

  • Ensure that the source Shared Drives have an active member on the source tenant with a permission role above Viewer/Commenter.
  • For best results, we recommend at least one active member of the source tenant should be member of the Shared Drive with a permission role of Manager.

Prepare the Azure Environment

Microsoft-provided Azure storage

We recommend using Microsoft-provided Azure storage for this migration. Refer to Microsoft documentation for more details. If you choose this option, skip to Prepare the Destination Environment.

Own Azure storage

If you plan to use your own Azure storage, refer to the following steps to prepare your Azure environment. We recommend that you create your Azure storage account in the same Microsoft data center as the destination Office 365 tenant. You do not need to create any Azure containers for this migration.

  1. Estimate Azure storage costs. This step is optional but is useful in order to provide the customer with up-front storage costs ahead of time. 
  2. Buy an Azure subscription (or use the free one-month trial, but be aware that this option is only viable if you are performing a very small migration). 

Create an Azure storage account

You will need to set up a STORAGE (General Purpose v2) account rather than a storage blob.

  • Take note of the storage account name and the primary access key. (In Azure, from the storage screen, click Manage Access Keys at the bottom of the screen.) These need to be entered into the MigrationWiz migration project when specifying the destination settings. 

To create the Azure storage account:

  1. Visit the Azure portal.
    1. Click New.
    2. Select Storage.
    3. Select Storage account.
    4. Enter a name for your storage account.
    5. Choose Resource manager for the Deployment model.
    6. Choose STORAGE (General Purpose v2).
    7. Record the storage account name (-accesskey, example: “accountname”) and primary access key (-secretkey, example: “W1RrDfkPNkfYfdVqizMNJjn5mXchwMP5uYBY8MsMqWTA7EubG911+4fZlki0Gag==”)
    8. In the Replication field, select Locally Redundant Storage (LRS).
    9. Select the subscription in which you want to create the new storage account.
    10. Specify a new resource group or select an existing resource group.
    11. Select the geographic location for your storage account.
    12. Click Create to create the storage account.

Now the storage account appears in the storage list.

Prepare Destination Environment

  1. Create a SharePoint Online administrator or Site Collection administrator account to be used for migration or use the global admin account for the tenant.
  2. Create the SharePoint site and make a note of the site URL where the document libraries are stored.
  3. Create the document libraries on the destination SharePoint Online site (optional). To learn how, follow the steps from Microsoft: Create your document library.
  4. Ensure all necessary users/groups (including external users, if any) are set up at the destination SharePoint site and are available for your destination document library.

Application Permissions for SharePoint

Follow the steps to enable permission levels at the destination. This authentication process gives you control over who is entitled to use the destination.

  1. Ensure you are signed in as a Global Admin.
  2. Go to MigrationWiz-SharePoint-FullControl and consent to the app access when prompted.
  3. Create a new Security Group named “MigrationWiz” on the Office 365 Admin Portal.
  4. Create a new user.
  5. Add the new user to the previously created MigrationWiz security group as a member.
  6. Record these credentials for use during destination endpoint setup.

Steps to remove these permissions are provided below in the Post-Migration section.  

MigrationWiz Steps

Licenses

This migration scenario uses the Shared Document License type. 

  • One license per line item in a project (i.e. per Google Shared Drive to SharePoint Online document library migration)
  • Data limit: 50 GB per license

To purchase licenses:

  1. Sign in to your BitTitan account. 
  2. In the top navigation bar, click Purchase.
  3. Click the Select button and choose the license type you need.
  4. Enter the number of licenses you want to purchase. Click Buy Now.
  5. Enter a Billing address if applicable.
  6. Click Next.
  7. Review the Order Summary and enter a payment method.
  8. Click Place Your Order.

​​Licenses are released once payment has been received:

  • If you purchase via credit card, licenses will be available immediately upon payment.
  • If you purchase via wire transfer (100+ licenses), licenses will be available once payment has been received and accepted.

Set up a Document Migration project

  1. Sign in to your MigrationWiz account.
  2. Click Go To My Projects.
  3. Click Create Project.
  4. Click on Document Project to create a new project.
  5. Click Next Step.
  6. Enter a project name and select a Customer. 
  7. Click Next Step.
  8. Select a Source endpoint from the endpoint dropdown menu.
  9. If you have not already added the source endpoint, you will need to click New to create the source endpoint. Fill in the fields below to set up a new source endpoint:
    1. Name: Type any name you want for the endpoint. We suggest recording this name somewhere if you have multiple endpoints, as only the top ten will show when searching.
    2. Endpoint Type: Select Google Shared Drives from the source endpoint type drop-down list.
    3. Service account credentials: Select the JSON file created for the service account.
    4. Super Administrator Username: Enter the email for the super administrator for source tenant.
    5. Click Add.
  10. Click Next Step.
  11. Select a destination endpoint from the endpoint dropdown menu. 
  12. If you have not already added the source endpoint, you will need to click New to create the destination endpoint. Fill in the fields below to set up the destination endpoint:
    1. Name: Type any name you want for the endpoint. We suggest recording this name somewhere if you have multiple endpoints, as only the top ten will show when searching.
    2. Endpoint Type: Select SharePoint Online from the destination endpoint type drop-down list.
    3. SharePoint Online Tenant URL: Enter the URL for the destination SharePoint tenant.
    4. Office 365 Username / Password: Enter email for the user authorized to run the migration for the destination tenant. 
    5. Use the credentials of the Office 365 user which was added to the MigrationWiz security group for the destination tenant.
    6. Click Add.
  13. Click Save and Go to Summary.
  14. Click Save Project.

Add Line Items

There are three options for adding items. Choose which one you will use, then follow the steps below.

Autodiscover

The Autodiscover option can be used to discover Shared Drives available from the Source environment. Once discovered, these can be imported to your project as line items. Associated Shared Drive IDs will also be linked to the line item.

The line item imported to your project will set the destination document library with same value as that of source shared drive. Please edit the line items and update destination with appropriate values or document library path. Please refer the next section on capturing the destination document Library path.

Bulk Add

This option allows you to add multiple items at once by copying and pasting from a spreadsheet or by importing a CSV file.

Quick Add

This option allows you to add items o​ne at a time. You have to enter Source Shared Drive name, drive ID and destination document library path for each line item.

  • For Source - Drive id field is optional. However, this drive id must be entered correctly if the source tenant has duplicate shared drive name.
  • For destination - Please ensure that you enter the correct document library path (refer examples in next section).

Capturing the destination Document Library path for line item setup

We recommend that you use the document library path from the URL to ensure smooth migration. The following examples show the breakdown of different types of URL and how to capture the correct document library path:

GSD_2.png

Example 1: Document library located under a site:

GSD_3.png

Example 2: Default Document library located under a site:

GSD_4.png

Example 3: Document library located under a sub-site:

GSD_5.png

Example 4: Default Document library located directly under SharePoint Online root site:

GSD_6.png

Example 5: Document library located directly under SharePoint Online root sub-site:GSD_7.png

Example 6: Site and Document Library names may contain special characters, but the URL may not reflect the same. It is important that the document library path is captured correctly from the URL.

GSD_8.png

GSD_14.png

Set the Project Advanced Options

The following support and advanced options may be useful for your migration. 

Under the Support tab

  • InitializationTimeout=8 This increases the initialization timeout window to eight hours. This value is in hours, up to a maximum of 100 hours. Values above 100 are in milliseconds. This is useful for large migrations. For example:​
    • InitializationTimeout=2 will increase the timeout to 2 hours.
    • InitializationTimeout=8 will increase the timeout to 8 hours.
    • InitializationTimeout=14400000 will increase the timeout to 4 hours.
    • InitializationTimeout=21600000 will increase the timeout to 6 hours.
  • RenameConflictingFiles=1
    • SharePoint Online doesn’t allow files with duplicate names in same folder. If your shared drive has multiple files with same name in a folder, then use this advanced option to handle such conflicting files.
    • Please note this advanced option is not applicable for duplicate folder names. If your source has duplicate folder names within same parent folder, then at the destination, the contents of both duplicate folders will be migrated to a single folder.
  • ShrinkFoldersMaxLength=200 (where 200 is the maximum path length that can be tolerated before shrinking)
    • When migrating to SharePoint Online, the path length limitation is a common issue. Refer this KB to understand how this advanced option works.
    • Please note that, if the folder path is too long, even the truncated path using the advanced option may not be short enough to reach the SharePoint path length limit - in such case an error will be logged and the associated item will not be migrated. In this case, our recommendation would be to reduce the number of nested folders at the source to shorten the path.
  • InvalidCharacterReplacementString=a (where 'a' is the string used to replace unsupported characters in file names)
    • SharePoint Online doesn’t allow some characters to be used as file names. The advanced option attempts to replaces instances of unsupported characters in file names with the specified string provided with the advanced option. (e.g. a)
    • Please refer Microsoft's documentation for unsupported characters
  • UserMapping="abc_user1@source-domain->pqr_user5@destination-domain"
    • By default, we match users from the source to the destination based on the prefix in their User Principle Name (UPN). For example, if the user UPN is “name@domain.com”, we match the “name” portion.

      If there are multiple people with the same prefix at the destination (e.g. name@domain1.com and name@domain2.com, or the prefix of a particular user is changed in the destination (e.g. name@source.comname.full@destination.com), it is necessary to use the advanced option UserMapping="name@source.com->full.name@destination.com" to set the new or correct name for each user.

      1. The User Mapping command goes in the Support Options section and will require one line per user that needs mapping. Click the + to add additional lines. Replace the UPN addresses in the example with the actual UPN addresses.

Under the Source/Destination tab

  • Set the number of versions to be migrated per project requirement and click Save.
    • The minimum number of versions to migrate is 1, the maximum number is 25. 
    • Default selection for the number of versions is 1. Please update this value as per your requirements.
  • Migrating Shared Drive membership permissions to Document Library level permissions:
    • By default, Shared Drive membership permissions will not be migrated to Document library-level permissions.
    • If you wish to migrate the Shared Drive membership permissions to Document library-level permissions, select Migrate source shared drive membership permissions to destination shared drive and click Save. Custom permissions at the destination will be retained. However, if a document library inherits from the site, this inheritance is broken and the destination library permissions are set with migrated permissions (original inherited permissions are lost).

Verify Credentials

You may verify the credentials of the endpoint and any items in the MigrationWiz project without migrating data or consuming any licenses.

  1. Open the project containing the line items you wish to validate​.
  2. Select the items you wish to validate.
  3. Click on the Start button in your dashboard.
  4. Select Verify Credentials from the drop-down list.
  5. Once complete, the results of the verification will be shown in the Status section.

Perform a Full Migration

To initiate the migration of document libraries:

  1. Open the project containing the items you wish to migrate.
  2. Select the line items to migrate.
  3. Click on the Start button in your dashboard.
  4. Select Full Migration from the drop-down list.
  5. Ensure that the Documents and Permissions checkboxes are selected.GSD_11.png
  6. Click Start Migration.
  7. Once complete, the results of the migration will be shown in the Status section.
  8. Migrating Shortcuts:
    1. To migrate shortcuts to the destination (as a .url file type), run another pass following the full migration steps above, this time with with ‘Step 2’ selected.
    2. Step 2 should be run only after all relevant documents and permissions have been migrated.
    3. Please note Step 2 is not mandatory. This is should be run only if you wish to migrate shortcuts to the destination (as .url file type).

Post-Migration Steps

Own Azure storage

Delete all the Azure containers used for this migration, if any. This will prevent incurring post-migration Azure costs for these containers. Be careful to only delete the containers created for this migration.

Remove App Permissions

  1. Remove the newly created user.
  2. Remove the MigrationWiz Security Group.  
  3. To remove the app from the source or destination, perform the following steps:
    1. Launch PowerShell.
    2. Connect PowerShell to Office 365.
    3. Enter the command: Connect-AzureAD
    4. Enter the admin credentials in the prompt.
    5. Enter the command: Get-AzureADServicePrincipal -SearchString Migration
    6. Look for the ObjectId of the app you want to remove and enter the following command: Remove-AzureADServicePrincipal -objectId <the object id> 

Known Behavior & Limitations

Shared Drive memberships

Shared Drives will not be migrated if the source shared Drive doesn’t have at least one active member from source tenant (either a direct user member or as part of a group).

Migration of restricted files

Google Shared Drive allows settings which can restrict downloading files for users with Viewer and Commenter permissions. In order for such files to be migrated, the shared drive must have an active member of the source tenant with permissions higher than Viewer/Commenter.

Format conversions

Google proprietary format type files conversions are handled in the following ways:

  • Google documents will be converted into Microsoft Word (.docx) format.
  • Google spreadsheets will be converted into Microsoft Excel (.xlsx) format.
  • Google presentations will be converted to Microsoft PowerPoint (.pptx) format.
  • Google drawings are converted into .jpg format. However, those converted documents are not editable, once migrated.
  • Google forms are converted to .zip format (containing .html & .csv).
  • Google Jamboard will be converted to PDF format. However, those converted documents are not editable, once migrated.
  • Google Sites, Maps, Apps Script are not migrated.

Google proprietary format files (e.g. Google Docs, Sheets, Slides) containing comments may, when converted to Office 365 format, display some additional wordings such ‘Text Wrapping Break’.

Permission mapping

Google Shared Drive (Source)

SharePoint Online Document Library (Destination)

Manager

Full Control

Content Manager

Edit

Contributor

Edit

Editor

Edit

Commenter

Read

Viewer

Read

Commenter/Viewer with download disabled

Restricted View (Only for Documents)

Duplicate Folder names

The RenameConflictingFiles=1 advanced option is not applicable for duplicate folder names. If your source has duplicate folder names within the same parent folder, then at the destination the contents of both the duplicate folders will be migrated to a single folder.

Multi-pass behavior

During the first migration pass/run, a file and its associated versions will be migrated to the destination. In subsequent passes, the destination will be overwritten with the latest version only if the source file has a new version at the source.

GSD_12.png

If the source file content has not been modified in subsequent passes, files & versions will not be migrated, i.e. there will be no change at destination.

Folders (new, renamed or existing) will get migrated to the destination.

    • New folders, not previously exported, will get created at the destination on the subsequent pass.
    • Folders renamed at the source, after the initial migration pass, are treated as new folders and will be created at destination on the subsequent pass. New files that were previously not migrated will also get migrated under this folder.

New files created at the source after an initial migration pass (i.e. files without watermarks) will get migrated to a destination under their current source folder on a subsequent pass.

Previously migrated files that are renamed (or any other changes in the file, like metadata) will not get migrated.

If the content of a file migrated by MigrationWiz in the initial pass is updated by users at the destination, then the subsequent migration pass will not overwrite this file even if the source file has a new version available.

MigrationWizId columns at destination

As part of the migration, additional columns named MigrationWizId, MigrationWizIdPermissions, and MigrationWizIdVersion are created at the destination as part of the watermark for migrated data.

Similar watermarks will also be added for versions and will be displayed as part of version history.

Versions

  • If the source files have a version which is an empty file, then such versions are not migrated as they are ignored by migration API.
  • Folders and shortcuts in Google Shared Drives do not support versions.

Shortcuts

  • Folder Shortcuts may not be migrated if target folder name has been truncated using advanced option ShrinkFoldersMaxLength
  • Shortcut files when migrated to destination as .URL file, will not retain direct permissions applied to target files at the source.

Setting up destination endpoints with SharePoint site URL (on-need basis)

If you are migrating to document libraries under a single destination site, you may prefer to set up the endpoint URL in this format: https://tenant.sharepoint.com/sites/site-name 

When your destination endpoint is set up with a SharePoint site URL, the destination line item should only include the library name from the URL. Please note that actual document library name may be different from the library name value in the URL. You must use the library name value from the URL as shown below.GSD_13.png

SD-SP_Proj_Setup_2.PNG

 

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