Bulk data transfer between users in Google Workspace

Introduction

In this article, we will learn about bulk data transfer between users in Google Workspace is a significant activity for Google Workspace Admin. It protects your valuable data from any loss, breaches, and security threats. So you need to take precautions and take a backup of your data in a safe place. Thus you need to transfer data between Google accounts regularly. Google Takeout gives default transfer permission for the users to transfer Drive files and Gmail messages within another Google account. In the case of organizations, there is a huge chance of data loss and unauthorized data transfer by ex-employees. According to a survey by IS Decision, many employees have access to their previous organization’s data although they left their job. Thus IT managers and admins prefer to transfer the data from the ex-users to the active users in the Google Workspace. 

But these are complex procedures. The Foresight automation tool provides a user-friendly process to imply this action in the Google workspace. We will discuss it in this topic.

Understanding the challenge

Bulk data transfer between users in Google Workspace can be a complex and time-consuming task. Manually transferring files and data can lead to errors, delays, and potential data loss. It often requires extensive manual effort and can be a significant burden on IT teams. This is where xFanatical Foresight Automation tool comes into play.

How can bulk data transfer between users help?

When an employee leaves an organization, there will be a chance to lose that employee's data. So there would be a risk of organizational data loss and vulnerable activities. Thus an IT admin backup the data with transfer data between Google accounts. The Admin can do it by changing the settings and then deleting that employee from the Google Admin Console. In this way, he can transfer all kinds of files, sheets, documents, and calendar events of ex-employees to the new employees’ Google Workspace applications.

Also, Admins can transfer users’ email data to another Google Workspace user to avoid valuable data loss. They can do it either using Google Workspace data migration service or redirecting the previous user’s email to another user. The redirecting of emails needs address mapping between the ex-user and the current user. In this way, the organizations manage and restore valuable emails. Thus you need to do bulk data transfer between users.

Google admin console does have the option to migrate data between user accounts. Read more about the option in this Google Workspace Admin help.

Bulk data transfer between users with xFanatical Foresight Automation tool

xFanatical Foresight Automation tool is a SaaS platform that aids companies in managing and streamlining their Google Workspace workflows by introducing automation. Moreover, it does not require you to learn to code. It permits administrators to create complex business workflows that are not possible with Google Workspace.

You can complete the task of data transfer between users by using Foresight. Though Google Admin Console has the features to do this Foresight has some extra options. For instance, it allows the IT Admin to notify the new users with an email message about the data transfer from the ex-users/employees. So, it can do this exercise more efficiently within a few times. Moreover, it has a lot of other features.

Video demo

From this demo video, you can learn about the process of bulk data transfer between users with the aid of Foresight.

Instructions

Rule Creation Instructions

First, export the user list as a CSV file. In our Google Sheets, we have a list of 5 users with two columns: From email (emails of former employees) and To email (emails of new employees). Remember, this demo only has 5 users, but Google Sheets can handle thousands. Now, download the Google Sheet as a CSV.

We'll take two test users. We have a former employee named Sophia, and a new employee named Daisy. We need to transfer files from Sophia Drive accounts to the new employees accounts.

1. Log in to your Foresight account with your Google Admin account.
2. Go to the Rules page.
3. Click the blue button at the bottom right to create a new rule.
4. In the Select a trigger screen, click the Data Uploaded trigger.
5. Upload the CSV file with updated information, wait for parsing, and click Next.
6. On the Select an action screen, click the Create data transfer request action.
7. Grant permission for Foresight in the Google Workspace account.
8. Choose From email in the From user field and To email in the To user field.
9. Select options as per your requirements for the Data to transfer field. Pick from choices like Drive and Docs, Calendar, Brand Accounts, and Data Studio.
10. Click Add next action, and select the Email action.
11. In the To, field selects the To email variable. Enter the subject line.
12. Draft an email to inform the new employees about the data transfer. Click Review.
13. Enter the Rule name, click Create.

Rule Triggering

Click on the Upload Icon and then upload the same .CSV file again. The process will take a few seconds.

Rule Verification

1. A notification will appear in the right-hand corner of the screen. Choose Show All from the drop-down menu.
2. From the left sidebar, you can also access the Logs page. A list of successful rule triggers will appear.
3. Dive into the new employee's account and discover all files transferred from the ex-employee's. Plus, the new employee got an email confirming the data handover.
   Former Employee Account - Google Drive
   New Employee Account - Google Drive
   New Employee Account - Google DriveNew employee received an email confirming the data handover

Conclusion

Efficient bulk data transfer is essential for organizations using Google Workspace, and xFanatical Foresight Automation tool offers an ideal solution. By leveraging the power of automation, businesses can save time, reduce errors, and enhance productivity. With its user-friendly interface, customization options, and seamless integration, Foresight Automation is the go-to tool for streamlining bulk data transfer in Google Workspace.

Try a 14-day free trial with Foresight and manage your tasks. 

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